Job Description Executive Assistant to Chief Executive Job Title Executive Assistant to Chief Executive Grade L7 £36,362.00 Reports to Chief Executive of the Culture Trust JOB PURPOSE: To provide full administrative, secretarial support to the Chief Executive and Board of Trustees. To produce and keep up-to-date the board documentation, data and rolling schedule of meetings for the board and leadership team. To plan and prepare for key meetings, coordinate reports and papers, take minutes and assist with corporate events and Company Secretary Duties. To organise the Chief Executive’s office functions and ensure efficient and professional operations whilst communicating with a range of stakeholders, staff and customers and presenting clear information. To ensure that data and information is collated and managed appropriately in verbal, written and digital formats. ORGANISATION CHART: Board Chief Executive Executive Assistant Director of Finance & Resources Director of Customer Experience - 1 - Date JD last reviewed: 18/8/25 PRINCIPAL RESPONSIBILITIES: 1 2 3 4 5 6 Organise and maintain the Chief Executive’s Office functions and diary including assisting in planning through prioritisation, allocation and organisation of appointments within a scheduled work programme. Liaise with a wide range of people to ensure that all appropriate arrangements are made for meetings, seminars etc, organising travel and accommodation as necessary. Assist with Company Secretary admin support for the Culture Trust, working with the Chief Executive and Director of Finance and Resources providing administrative support to ensure that the organisation complies with its responsibilities both as a company and a charity. This includes coordinating information for the charity’s annual returns to Companies House, ensuring timely filing of accounts, maintenance of the company’s records and legal documents and for calling meetings of the Directors and Trustees including the AGM. Prepare and coordinate the rolling 12-month forward plan of Board and Chief Executive meetings. Plan meetings and invite participants, draft agendas and reports for meetings and coordinate all administrative and hospitality aspects of Board meetings, sub committees, leadership team meetings and special project meetings. Ensure information is accurately recorded and sensitive and confidential issues appropriately dealt with. Organise and/or provide hospitality for meetings and Board or key stakeholder corporate events. Coordinate special projects and minute take key meetings on behalf of the Board and Chief Executive. To accurately record key meetings and maintain documentation, circulate in a timely manner and coordinate the completion of key actions prior to the next strategic meeting. Projects may range from co-ordinating content for publications, researching and reviewing documents to leading external initiatives such as facilitating national networking groups in the cultural sector. Professional communications with wide range of stakeholders. Respond to customer feedback directly, delegate to colleagues for reply where appropriate and filter incoming visitors and a heavy volume of communications with the Chief Executive from a wide range of sources including the public, colleagues, Trustees, and stakeholders, partners and funders at a local, regional and national level. Exercise judgement in prioritisation, dealing with matters within own remit and / or referring them to the Chief Executive as and when necessary, ensuring tact, discretion and courtesy at all times. Draft reports, data presentations and correspondence on behalf of the Chief Executive, trustees and leadership team, research key data and information to support meetings and events and present data to the Chief Executive and leadership team. Including quarterly reports to funders such as Arts Council and Luton Rising. Utilise a range of IT applications to enable this, presenting work to a high standard of communication and to strict deadlines. Exercise personal judgement in ensuring that written communications are professional, accurate, fluent and unambiguous. Provide KPI Data coordination and reporting. % 25 15 15 10 10 10 - 2 - Date JD last reviewed: 18/8/25 PRINCIPAL RESPONSIBILITIES: 7 8 Organise and coordinate corporate events and seminars/away days for staff (up to 300 people) and partners. Organise and distribute programmes and presentations and be responsible for ensuring all equipment, refreshments and room requirements are in hand for the smooth delivery of the event. Initiate and deliver evaluation requirements and follow up actions from the events. Ensure efficient and compliant digital records and files and new and existing administrative systems including distributing data, seeking and collating responses from others, locating and collating files, correspondence or information. To manage the online board portal and other online data systems effectively and efficiently. Files may be of a sensitive nature and should comply with data protection in line with GDPR % 10 5 DIMENSIONS: Indirect Supervisory Management: Some supervision of administrative assistants and project assistants where relevant. Financial Resources & Responsibilities: N/A Physical Resources: N/A Working Environment: Normal office environment Context: The Culture Trust, Luton is a charity Established in 2008, the Culture Trust, Luton is a vibrant and progressive independent charity, and our mission is ‘to connect communities through culture’. We do this through our accredited museums, theatres, galleries, creative workspaces and Arts Centre in Luton. We animate: The Hat Factory Arts Centre, Hat House creative workspace, Wardown House Museum & Gallery and Stockwood Gardens & Museum. We present multi-cultural and year-round programme of events, exhibitions, workshops and performances. We support creative talent and skills by providing opportunities, platforms and cultural career progression for young people. We care for a collection of over 2 million artefacts, 1.5 million photographs and maps and hold the most extensive and complete hat and headwear collection in the UK. We co-produce activity with our community, Museum Makers volunteers and team of cultural experts. Equalities: The postholder will ensure that procedures and activities for service delivery are implemented and/ or revised in a way that supports equality for all. These activities should also reflect The Culture Trust’s commitment to work in active partnership with the community to regenerate Luton and to improve the quality of life for all who live, work or visit the town. Work Ethos: Respect colleagues and work together to achieve high standards of customer excellence in all our work. Work flexibly and positively to achieve the business objectives of the Trust. - 3 - Date JD last reviewed: 18/8/25 Other: • Able to work across Trust sites when necessary to support other teams to meet the business requirements of the organisation. • Able to work evenings and weekends as required. The post will report to the Chief Executive of the Culture Trust, Luton. The Chief Executive works closely with colleagues across the UK in the cultural sector. This post is therefore key to ensuring that the Chief Executive is fully briefed and prepared for their long and short-term work programmes by making verbal and written information available and liaising with colleagues and partners. The postholder will be based at the Hat Factory Arts Centre or other such location the Chief Executive is based. Travel for meetings may be required several times per week. Some limited regional and national travel may be necessary from time to time. - 4 - Date JD last reviewed: 18/8/25 Person Specification This acts as selection criteria and gives an outline of the types of person and the characteristics required to do the job. Essential (E): without which candidate would be rejected Desirable (D): useful for choosing between two good candidates Please make sure, when completing your application form, you give clear examples of how you meet the essential and desirable criteria. Attributes Experience Skills/Abilities Essential In depth experience providing secretarial/administrative support to a senior manager or board of trustees/company. How Measured 1,2 Desirable In-depth experience undertaking an executive assistant role supporting senior management. How Measured 1,2 Excellent verbal communication skills and able to demonstrate and deal effectively with a wide range of people in a courteous, helpful but assertive manner and able to exercise high levels of tact and diplomacy. Excellent written and minute taking communication skills. Able to produce accurate and concise minutes/notes. Able to compile well-written and grammatically correct documents and letters to a professional standard from the CEO and board. In depth IT skills, including the use of word processing, spreadsheet and email applications and use of online data systems and portals for secure information share. 1,2,5 1,2,3, 5 1,2,3, 5 Demonstrable experience organising corporate events and seminars for staff, partners and / or stakeholders to a high standard 1,2 - 5 - Date JD last reviewed: 18/8/25 Please make sure, when completing your application form, you give clear examples of how you meet the essential and desirable criteria. Attributes Essential Be highly organised and able to effectively and efficiently plan and organise own workload and that of others to meet organisational priorities and deadlines and to facilitate the progression of important events and issues. Proven track record of being able to use own initiative to make informed, appropriate and professional judgements with limited supervision and guidance. Experience advocating for Equality Inclusion and diversity in the workplace and planned events and activities. Equality Issues Specialist Knowledge Education and Training RSA III Typing or higher WP qualification or equivalent qualification or experience. Other Requirements Able to attend occasional evening meetings and work flexibly. Able to attend sites (frequency: 2-3 times per week) and undertake limited regional and national travel. How Measured 1,2 Desirable How Measured 1,2 1,2 1,2, 1,2 1,2 Some experience of working as Executive Assistant for a Chief Executive. 1,2 (1 = Application Form 2 = Interview 3 = Test 4 = Proof of Qualification 5 = Practical Exercise) NB: This job description reflects the requirements the Culture Trust as of August 2025. The role and duties of the post are subject to change in line with the future development of the Trust. The Culture Trust reserves the rights to make such changes as are necessary and any changes required will be discussed with the post holder as appropriate. We will consider any reasonable adjustments under the terms of the Equality Act (2010), to enable an applicant with a disability (as defined under the Act) to meet the requirements of the post. - 6 - Date JD last reviewed: 18/8/25 The post holder will ensure that Luton Culture’s policies are reflected in all aspects of his/her work, particularly those relating to: (i) (ii) (iii) Equal Opportunities Health and Safety Data Protection Act (2018) & General Data Protection Regulations (2018) - 7 - Date JD last reviewed: 18/8/25
Job Description
Catering and Bar Assistant
Job Title
Catering and Bar Assistant
Department
Commercial Operations
Grade
L2
Reports to
Staffing
Responsibility
Head of Commercial Operations / Commercial
Coordinator
No
Organisation
Attached
JOB PURPOSE: To assist the Head of Commercial Operations and Commercial Coordinator to ensure
that the café is operated on an efficient and effective basis, that all areas are clean, safe, and
presentable and that a consistently high standard of catering is delivered to our general visitors and
corporate clients. Responsible for the delivery of excellent customer care at all times in order to
achieve outstanding customer satisfaction and for the delivery of agreed Key Performance I
in line with the Business Plan.
s
ORGANISATION CHART:
Head of
Commercial
Operations
Duty Manager
Chef
Commercial
Coordinator
Catering & Bar &
Customer Service
Assistants
Casual Catering
Assistants
Catering & Bar
Assistants
Casual Catering &
Customer Service
Assistants
- 1 -
Date JD last reviewed: January 2025
Date of JE Panel:
PRINCIPAL RESPONSIBILITIES:
1
2
3
4
7
Specific responsibilities
Take cash and credit card transactions and record sales
through the tills. Work within financial regulations, audit instructions and internal
procedures.
Operational responsibilities - Prepare and serve hot and cold drinks.
Prepare and serve hot meals, snacks, sandwiches, light meals, salads, buffets and
any other requirements specified for events.
Key holding responsibility to open and secure all sites as appropriate.
Customer care responsibilities - Clear and clean interior and exterior tables and
eating areas when required and ensure that there is sufficient stock of china, glass,
cutlery, condiments, etc. available. Deliver outstanding customer service to achieve
excellent customer satisfaction at all times
Ensure cleanliness and tidiness of servery, eating/drinking
Planning and delivery
areas, equipment, crockery, furniture and fittings in accordance with cleaning
schedules and food hygiene regulations. To undertake cleaning duties of the facility
to ensure a hygienic and presentable environment for customers at all times.
Ensure the health, safety and welfare of staff and public using the café area and
site, including recognition of COSHH and other health and safety regulations.
Assist in any other related duties as required by the Duty Manager.
Provide cover for events, sickness and holiday wherever possible.
Advocacy and networking - Assist the front of house team patrolling and inspecting
Trust premises to ensure that all areas are clean, tidy and safe. Report any major
faults or concerns to the Facilities Coordinator. Support the work of colleagues and
of the wider team when required and display a positive, can-do attitude at all times.
Be an excellent advocate and supporter of the work and aims of Culture Trust at all
times.
%
20
20
5
20
10
10
5
5
5
Please note these percentages are approximate and should be used for guidance purposes only. They
may vary depending on staffing levels and place of work. This job description is not a definitive list of
it is designed to give an overall view of the job and not to indicate what the sole requirements
tasks
are for the post. Post holders will be required to perform other related duties as assigned.
DIMENSIONS:
Supervisory Management:
N/A
Financial Resources & Responsibilities: N/A
Physical Resources: N/A
Work Ethos:
- 2 -
Date JD last reviewed: January 2025
Date of JE Panel:
Respect colleagues and work together to achieve high standards of customer excellence in all our
work. Work flexibly and positively to achieve the business objectives of the Trust.
Other:
Able to work across Trust sites when necessary to support other teams in order to meet the
business requirements of the organisation.
Working a varied shift rota across seven days including evenings required.
Trust Objective:
Our vision is to be an award winning Cultural Trust providing exemplary public engagement with
arts and culture.
Established in 2008, the Culture Trust, Luton is a vibrant and progressive independent charity and
museums, theatres, galleries, creative workspaces and Arts Centre in Luton. Pre-Covid we attracted
over 285,000 visits per annum. We animate five sites: The Hat Factory Arts Centre, Hat Works
Creative Workspace, Hat House Creative Workspace, Wardown House Museum & Gallery and
Stockwood Gardens & Museum. We present a multi-cultural and year-round programme of events,
exhibitions, workshops and performances. We support creative talent and skills by providing
opportunities, platforms and cultural career progression for young people. We care for a collection
of over 2 million artefacts, 1.5 million photographs and maps and hold the most extensive and
complete hat and headwear collection in the UK. We co-produce activity with our community,
Museum Makers volunteers and team of cultural experts.
Trust Responsibilities:
Post holder will ensure they deliver against the agreed Trust Responsibilities as se out in the Team
Responsibilities Grid at all times.
Trust Standards:
Post holder will operate at a Professional Standard as outlined in the Trust Standards Grid at all
times.
Working Environment:
Working across all Trust sites as required. The postholder will be required to work in a hot and
steamy environment during the course of his / her duties for up to 50% of a shift for all shifts.
The postholder will be required to lift / move heavy and awkward items at times, up to 20Kg for up
to 10% of a shift for distances up to 25 m using trolleys in line with manual handling regulations.
Equalities:
The postholder will ensure that policies, procedures and activities for service delivery are revised
and/or implemented in a way that supports equality for all. These activities should also reflect the
Culture Trust
and to improve the quality of life for all who live, work or visit the town.
Physical Resources:
Appropriate use of Trust ticketing system (Spektrix) under training and supervision of the
Marketing Team.
Appropriate use of Trust café and retail till systems (Sumup & Shopify) under training and
supervision of the Commercial Coordinator
- 3 -
Date JD last reviewed: January 2025
Date of JE Panel:
Person Specification
This acts as selection criteria and gives an outline of the types of person and the characteristics required to
do the job.
Essential (E): without which candidate would be rejected
Desirable (D): useful for choosing between two good candidates
Please make sure, when completing your application form, you give clear examples
of how you meet the essential and desirable criteria.
Attributes
Essential
Experience
Experience in customer care
How
Measured
1,2
Desirable
How
Measured
Skills/Abilities
Experience of buffet/function work
providing light meals
Some experience working in a
catering environment
Able to deal politely and positively
with a wide range of people and
answering enquiries
Able to prepare and serve a variety
of food including fresh vegetables
Able to set/ and clear tables
Able to use tills, handle money and
follow financial procedures
Able to serve customers with a
variety of food
Able to use own initiative to find
the most appropriate solutions and
at times work unsupervised
Literacy skills - to be able to write
orders for provisions.
Equality Issues
Able to identify some types of
discrimination that commonly exist
Specialist
Knowledge
1,2
1,2
1,2
1,2
1,2
1,2
1,2
1,2
1,2
1,2
Experience of working
in a heritage catering
environment
Ability to perform
administrative tasks
Ability to operate a cash
till
1,2
1,2
1,2
1,2
Some knowledge of
Health and Safety
procedures in a catering
or operational
environment
- 4 -
Date JD last reviewed: January 2025
Date of JE Panel:
How
Measured
1,2
1,4
Please make sure, when completing your application form, you give clear examples
of how you meet the essential and desirable criteria.
Attributes
Essential
How
Measured
Desirable
Some knowledge of
food preparation and
cooking skills
Basic Food Hygiene
Certificate or equivalent
Education and
Training
Other
Requirements
1,2
1,2
1,2
1,2
1,2
Able to work evenings and
weekends as required.
Able to do heavy cleaning in
kitchen and restaurant.
Able to work in hot/steamy
environment.
Able to work across the Culture
Trust sites when necessary to work
with other teams in order to meet
the business requirements of the
organisation.
Willingness to develop awareness
and understanding of the Culture
Trust
activities and the ability to explain
these to customers to advocate
and seek support for the
organisation.
(1 = Application Form 2 = Interview 3 = Test 4 = Proof of Qualification 5 = Practical Exercise)
NB: This job description reflects the requirements of the Culture Trust. The role and duties of the post are
subject to change in line with the future development of the Culture Trust. The Culture Trust reserves the
rights to make such changes as are necessary and any changes required will be discussed with the post
holder as appropriate.
We will consider any reasonable adjustments under the terms of the Equality Act (2010) to enable an applicant
with a disability (as defined under the Act) to meet the requirements of the post.
The post holder will ensure that the Culture Trust
particular those relating to:
Equal Opportunities
(i)
Health and Safety
(ii)
Data Protection Act (2018) & General Data Protection Regulations (2018)
(iii)
- 5 -
Date JD last reviewed: January 2025
Date of JE Panel:
Job Description
Customer Service Assistant
Job Title
Customer Service Assistant
Department
Operations
Grade
L2
Reports to
Facilities Co-ordinator
Staffing
Responsibility
No
Organisation
Attached
JOB PURPOSE:
Provide a vibrant and high quality customer service by undertaking a wide range of duties. Provide
information and support to users and ensure all trust venues are safe, secure and well presented.
ORGANISATION CHART:
Head of Operations
Creative Cluster
Manager
Heritage Cluster
Manager
Facilities
Co-ordinator
Facilities
Co-ordinator
Customer Service
Assistants
Customer Service
Assistants
- 1 -
Date JD last reviewed: April 2023
Date of JE Panel: 23/11/16
%
45
PRINCIPAL RESPONSIBILITIES:
1
2
3
4
5
6
7
8
Assist customers in a proactive, friendly and positive manner, with a wide range of
tasks. Signpost customers as required. Assist with and take room bookings, set up
refreshments, set up rooms, carry out retail and programme ticket sales, record
visitor information and ensure all Culture Trust venues are kept safe secure and well
presented. Assist with preparing buildings for specific events, i.e. exhibitions,
meetings, functions, performances etc. including lifting and carrying equipment.
Undertake financial procedures including cash handling, operating a till and banking
in accordance with the Trust’s financial regulations.
20
Promote services, programmes and ticketed events and signpost to other services
as appropriate.
Undertake clerical procedures. Input, add, and amend data to maintain accurate
records, taking into account Data protection legislation.
Support new staff, casual staff and volunteers during their training and probationary
period.
Open and secure all sites as appropriate.
Prepare and maintain buildings for visitors on a daily basis. Carry out regular
building checks and report any problems relating to the building or equipment,
including health and safety issues. Carry out basic cleaning duties where required
to ensure areas are kept clean and tidy. Undertake general maintenance duties as
instructed, in line with procedural guidelines.
Assist with catering facilities as required, including clearing tables, serving hot
beverages, delivering food and operating the till, taking payments and assisting with
cashing up.
5
5
5
5
10
5
Please note these percentages are approximate and should be used for guidance purposes only. They
may vary depending on staffing levels and place of work. This job description is not a definitive list of
tasks – it is designed to give an overall view of the job and not to indicate what the sole requirements
are for the post. Post holders will be required to perform other related duties as assigned.
DIMENSIONS:
Supervisory Management: Directing volunteers
Financial Resources & Responsibilities: None
Physical Resources:
• Appropriate use of Trust ticketing system (Spektrix) under training and supervision of the
Marketing Team.
• Appropriate use of Trust retail and till systems (Sum-up) under training and supervision of the
Retail Coordinator
Work Ethos:
- 2 -
Date JD last reviewed: April 2023
Date of JE Panel: 23/11/16
Respect colleagues and work together to achieve high standards of customer excellence in all our
work. Work flexibly and positively to achieve the business objectives of the Trust.
Other:
• Able to work across Trust sites when necessary to support other teams in order to meet the
business requirements of the organisation.
• Able to work evenings and weekends as required as part of a shift pattern.
Trust Objective:
Our vision is to be an award winning cultural Trust providing exemplary public engagement with
arts and culture.
Context:
The Culture Trust, Luton is a charity Established in 2008, the Culture Trust, Luton is a vibrant and
progressive independent charity and our mission is ‘to connect communities through culture’. We
do this through our accredited museums, theatres, galleries, creative workspaces and Arts Centre in
Luton. Pre-Covid we attracted over 285,000 visits per annum. We animate five sites: The Hat Factory
Arts Centre, Hat House creative workspace, Hat Works Creative Workspace, Wardown House
Museum & Gallery and Stockwood Gardens & Museum. We present multi-cultural and year-round
programme of events, exhibitions, workshops and performances. We support creative talent and
skills by providing opportunities, platforms and cultural career progression for young people. We
care for a collection of over 2 million artefacts, 1.5 million photographs and maps and hold the most
extensive and complete hat and headwear collection in the UK. We co-produce activity with our
community, Museum Makers volunteers and team of cultural experts
Trust Responsibilities:
Post holder will ensure they deliver against the agreed Trust Responsibilities as set out in the Team
Responsibilities Grid at all times.
Trust Standards:
Post holder will operate at a Professional Standard as outlined in the Trust Standards Grid at all
times.
Working Environment:
Working across the Trust sites in various public/community buildings as required.
Equalities:
The postholder will ensure that policies, procedures and activities for service delivery are revised
and/or implemented in a way that supports equality for all. These activities should also reflect The
Culture Trust’s commitment to work in active partnership with the community to regenerate Luton
and to improve the quality of life for all who live, work or visit the town.
- 3 -
Date JD last reviewed: April 2023
Date of JE Panel: 23/11/16
Person Specification
This acts as selection criteria and gives an outline of the types of person and the characteristics required to do the
job.
Essential (E): without which candidate would be rejected
Desirable (D): useful for choosing between two good candidates
Please make sure, when completing your application form, you give clear examples of how you meet the
essential and desirable criteria
Attributes
Experience
Skills/Abilities
Essential
Some experience in a customer
facing role
Able to deal politely and positively
with a wide range of people and
answering enquiries
Demonstrable communication
skills, including good listening and
questioning skills
Able to read information from
printed and online sources
Able to use tills, handle money and
follow financial procedures
Able to carry out basic repair and
maintenance and cleaning tasks
Able to work effectively as part of a
team in a busy environment
Able to perform general clerical
duties e.g. data input.
Able to use own initiative to find
the most appropriate solutions and
at times work unsupervised
Equality Issues
Able to recognise and act on
discrimination in the working
environment
Education and
Training
Good ICT skills, with the ability to
manage emails, use the internet
and have a good working
knowledge of Microsoft packages
How
Measured
1,2
Desirable
Some knowledge of Health
and Safety regulations
How
Measured
1,2
1,2
1,2
1,2
1,2
1, 2
1,2
1,2
1,2
1,2
1,2
- 4 -
Date JD last reviewed: April 2023
Date of JE Panel: 23/11/16
Please make sure, when completing your application form, you give clear examples of how you meet the
essential and desirable criteria
Attributes
Essential
Other
Requirements
Able to work across Trust sites
when necessary to support other
teams in order to meet the
business requirements of the
organisation
Awareness and understanding of
The Culture Trust’s charitable
status and activities and the ability
to explain these to customers to
help seek support, including
donations where appropriate
Able to move items with
appropriate aids and stand for long
periods of time
Able to work to agreed rota, to
include evenings and weekends.
How
Measured
1,2
Desirable
How
Measured
1,2
1,2
1,2
(1 = Application Form 2 = Interview 3 = Test 4 = Proof of Qualification 5 = Practical Exercise)
NB: This job description reflects the requirements of The Culture Trust. The role and duties of the post are subject
to change in line with the future development of The Culture Trust. The Culture Trust reserves the rights to make
such changes as are necessary and any changes required will be discussed with the postholder as appropriate.
We will consider any reasonable adjustments under the terms of the Equality Act (2010) to enable an applicant with
a disability (as defined under the Act) to meet the requirements of the post.
The post holder will ensure that The Culture Trust’s policies are reflected in all aspects of their work, in particular
those relating to:
(i)
(ii)
(iii)
Equal Opportunities
Health and Safety
Data Protection Act (2018) & General Data Protection Regulations (2018)
- 5 -
Date JD last reviewed: April 2023
Date of JE Panel: 23/11/16
Job Description
Customer Service Assistant
Job Title
Customer Service Assistant
Department
Operations
Grade
L2
Reports to
Facilities Co-ordinator
Staffing
Responsibility
No
Organisation
Attached
JOB PURPOSE:
Provide a vibrant and high quality customer service by undertaking a wide range of duties. Provide
information and support to users and ensure all trust venues are safe, secure and well presented.
ORGANISATION CHART:
Head of Operations
Creative Cluster
Manager
Heritage Cluster
Manager
Facilities
Co-ordinator
Facilities
Co-ordinator
Customer Service
Assistants
Customer Service
Assistants
- 1 -
Date JD last reviewed: April 2023
Date of JE Panel: 23/11/16
%
45
PRINCIPAL RESPONSIBILITIES:
1
2
3
4
5
6
7
8
Assist customers in a proactive, friendly and positive manner, with a wide range of
tasks. Signpost customers as required. Assist with and take room bookings, set up
refreshments, set up rooms, carry out retail and programme ticket sales, record
visitor information and ensure all Culture Trust venues are kept safe secure and well
presented. Assist with preparing buildings for specific events, i.e. exhibitions,
meetings, functions, performances etc. including lifting and carrying equipment.
Undertake financial procedures including cash handling, operating a till and banking
in accordance with the Trust’s financial regulations.
20
Promote services, programmes and ticketed events and signpost to other services
as appropriate.
Undertake clerical procedures. Input, add, and amend data to maintain accurate
records, taking into account Data protection legislation.
Support new staff, casual staff and volunteers during their training and probationary
period.
Open and secure all sites as appropriate.
Prepare and maintain buildings for visitors on a daily basis. Carry out regular
building checks and report any problems relating to the building or equipment,
including health and safety issues. Carry out basic cleaning duties where required
to ensure areas are kept clean and tidy. Undertake general maintenance duties as
instructed, in line with procedural guidelines.
Assist with catering facilities as required, including clearing tables, serving hot
beverages, delivering food and operating the till, taking payments and assisting with
cashing up.
5
5
5
5
10
5
Please note these percentages are approximate and should be used for guidance purposes only. They
may vary depending on staffing levels and place of work. This job description is not a definitive list of
tasks – it is designed to give an overall view of the job and not to indicate what the sole requirements
are for the post. Post holders will be required to perform other related duties as assigned.
DIMENSIONS:
Supervisory Management: Directing volunteers
Financial Resources & Responsibilities: None
Physical Resources:
• Appropriate use of Trust ticketing system (Spektrix) under training and supervision of the
Marketing Team.
• Appropriate use of Trust retail and till systems (Sum-up) under training and supervision of the
Retail Coordinator
Work Ethos:
- 2 -
Date JD last reviewed: April 2023
Date of JE Panel: 23/11/16
Respect colleagues and work together to achieve high standards of customer excellence in all our
work. Work flexibly and positively to achieve the business objectives of the Trust.
Other:
• Able to work across Trust sites when necessary to support other teams in order to meet the
business requirements of the organisation.
• Able to work evenings and weekends as required as part of a shift pattern.
Trust Objective:
Our vision is to be an award winning cultural Trust providing exemplary public engagement with
arts and culture.
Context:
The Culture Trust, Luton is a charity Established in 2008, the Culture Trust, Luton is a vibrant and
progressive independent charity and our mission is ‘to connect communities through culture’. We
do this through our accredited museums, theatres, galleries, creative workspaces and Arts Centre in
Luton. Pre-Covid we attracted over 285,000 visits per annum. We animate five sites: The Hat Factory
Arts Centre, Hat House creative workspace, Hat Works Creative Workspace, Wardown House
Museum & Gallery and Stockwood Gardens & Museum. We present multi-cultural and year-round
programme of events, exhibitions, workshops and performances. We support creative talent and
skills by providing opportunities, platforms and cultural career progression for young people. We
care for a collection of over 2 million artefacts, 1.5 million photographs and maps and hold the most
extensive and complete hat and headwear collection in the UK. We co-produce activity with our
community, Museum Makers volunteers and team of cultural experts
Trust Responsibilities:
Post holder will ensure they deliver against the agreed Trust Responsibilities as set out in the Team
Responsibilities Grid at all times.
Trust Standards:
Post holder will operate at a Professional Standard as outlined in the Trust Standards Grid at all
times.
Working Environment:
Working across the Trust sites in various public/community buildings as required.
Equalities:
The postholder will ensure that policies, procedures and activities for service delivery are revised
and/or implemented in a way that supports equality for all. These activities should also reflect The
Culture Trust’s commitment to work in active partnership with the community to regenerate Luton
and to improve the quality of life for all who live, work or visit the town.
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Date JD last reviewed: April 2023
Date of JE Panel: 23/11/16
Person Specification
This acts as selection criteria and gives an outline of the types of person and the characteristics required to do the
job.
Essential (E): without which candidate would be rejected
Desirable (D): useful for choosing between two good candidates
Please make sure, when completing your application form, you give clear examples of how you meet the
essential and desirable criteria
Attributes
Experience
Skills/Abilities
Essential
Some experience in a customer
facing role
Able to deal politely and positively
with a wide range of people and
answering enquiries
Demonstrable communication
skills, including good listening and
questioning skills
Able to read information from
printed and online sources
Able to use tills, handle money and
follow financial procedures
Able to carry out basic repair and
maintenance and cleaning tasks
Able to work effectively as part of a
team in a busy environment
Able to perform general clerical
duties e.g. data input.
Able to use own initiative to find
the most appropriate solutions and
at times work unsupervised
Equality Issues
Able to recognise and act on
discrimination in the working
environment
Education and
Training
Good ICT skills, with the ability to
manage emails, use the internet
and have a good working
knowledge of Microsoft packages
How
Measured
1,2
Desirable
Some knowledge of Health
and Safety regulations
How
Measured
1,2
1,2
1,2
1,2
1,2
1, 2
1,2
1,2
1,2
1,2
1,2
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Date JD last reviewed: April 2023
Date of JE Panel: 23/11/16
Please make sure, when completing your application form, you give clear examples of how you meet the
essential and desirable criteria
Attributes
Essential
Other
Requirements
Able to work across Trust sites
when necessary to support other
teams in order to meet the
business requirements of the
organisation
Awareness and understanding of
The Culture Trust’s charitable
status and activities and the ability
to explain these to customers to
help seek support, including
donations where appropriate
Able to move items with
appropriate aids and stand for long
periods of time
Able to work to agreed rota, to
include evenings and weekends.
How
Measured
1,2
Desirable
How
Measured
1,2
1,2
1,2
(1 = Application Form 2 = Interview 3 = Test 4 = Proof of Qualification 5 = Practical Exercise)
NB: This job description reflects the requirements of The Culture Trust. The role and duties of the post are subject
to change in line with the future development of The Culture Trust. The Culture Trust reserves the rights to make
such changes as are necessary and any changes required will be discussed with the postholder as appropriate.
We will consider any reasonable adjustments under the terms of the Equality Act (2010) to enable an applicant with
a disability (as defined under the Act) to meet the requirements of the post.
The post holder will ensure that The Culture Trust’s policies are reflected in all aspects of their work, in particular
those relating to:
(i)
(ii)
(iii)
Equal Opportunities
Health and Safety
Data Protection Act (2018) & General Data Protection Regulations (2018)
- 5 -
Date JD last reviewed: April 2023
Date of JE Panel: 23/11/16