Join us at National Museums Liverpool and be part of helping us deliver our ambitious vision for 2030. We are looking for two highly motivated and experienced executive assistants to work alongside our Chief Exec and our Exec Director of Business Resources. Successful candidates will have outstanding administrative skills including experience with minute taking, diary management, coordinating travel and visits and preparation of presentation or reports. They must have advance IT skills including Word and be knowledgeable on all MS packages.
Purpose of the job:
- To provide timely and effective administrative support to the CE/ Exec Director and senior managers within the Directorate.
- To manage, prioritise and coordinate the CE/ Exec Director’s work, ensuring effective communication of all relevant information.
- To lead/ work within the leadership admin support team to ensure efficient and effective cross directorate working and communication for the Leadership Team.
Reporting to the CE/ Exec Director you will:
- Understand the strategic business vision and goals, apply these in context and ensure they are supported across all directorates.
- Maintain and promote the NML culture, including any organisation change, and enable the leadership admin support team to do the same.
- Understand and contribute to digital transformation and support technological change
- Look for opportunities to implement automation to reduce administrative tasks.
- Be responsible for cross team coordination for the leadership/ Directorate admin support team, providing support, guidance, encouraging development and ensuring best practice is followed.
- Act as the gatekeeper and gateway to ensure the CE/ Exec Director time is used effectively.
- As needed by the CE/ Exec Director, manage a variety of projects that may impact on the leadership team, senior management team or wider organisation.
- Communicate between Directorates, demonstrating leadership to ensure credibility, trust and reputation is maintained between the leadership team.
- Act as a first point of contact for the CE/ Exec Director, and build relationships, internally and externally, with key stakeholders, customers and colleagues.
- Manage all correspondence and communication for the CE/ Exec Director, including the Director’s emails. Within agreed parameters take responsibility for sending replies, identify urgent actions and assisting with delegating tasks to colleagues.
- Manage the CE/ Exec Director’s diary including meeting and diary coordination with the leadership admin support team to make best use of the leadership teams time. As part of this manage the Director’s time to ensure objectives and actions are achieved, including associated tasks such as travel booking.
- Work with the CE/ Exec Director to coordinate information including briefings, reports and communications, and to follow up actions to ensure the CE/ Exec Director and Organisation wide goals are met, and the CE/ Exec Director is working in line with the masterplan and action plan process.
- With the leadership admin support team plan, coordinate and oversee internal and external meetings including:
- Preparation, coordination and circulation of presentations, reports and minutes
- compiling and circulating agendas
- arranging hospitality, meeting space, equipment
- Minute taking, action and decision recording
- Following up on actions
- With the leadership admin support team oversee the planning and delivery of events, conferences, talks and exhibition openings, and coordinate the directorate administrative team as part of this.
- Work with the leadership admin support team to coordinate logs of key activities provided or undertaken by departments such partnerships, museum tours, researchers to the stored collections, VIP visits presentations and workshops.
- Co-ordinate with the Leadership admin support team reporting and recording of any performance and maintenance issues affecting the smooth running of the non public venues, and ensure these are resolved in a timely and effective manner (for example: to Estate Management, Visitor Engagement or IS departments).
- Attend meetings, give updates, produce reports and use initiative to make decisions and problem solve.
- Manage, co-ordinate and update the CE/ Exec Director’s key NML systems, processes and management information, including relationship management, risk management and internal audit tracking to ensure that audit and legal requirements are met and maintained.
- Prepare budget information for annual forecasting and regular Q meetings. Ensure the distribution of management accounts to relevant staff. Maintain an up-to-date record of expenditure, carrying out reconciliation of management accounts for the specific cost centres that are the responsibility of the CE/ Exec Director.
- Adhere to the standards expected of all public services as defined by the HM Treasury publication “Managing Public Money”. Those standards are honesty, impartiality, accountability, openness, accuracy, reliability, transparency, objectivity, integrity and fairness. These standards should be carried out in the spirit of, as well as the letter of, the law; in the public interest; to high ethical standards and achieving value for money.
- Contribute to the management, discussion and communication of risk as appropriate to your role. Ensure you follow, adhere to and implement (where appropriate) effective controls for policies, processes and systems within your department, directorate and for the organisation.
- Assist with the supervision of volunteers and work placement students, undertaking periodic appraisal and facilitating their training in association with IS staff and NML’s HR team.
- Develop NML’s commitment to Equality and Diversity and promote non-discriminatory practices in all aspects of work undertaken.
- Manage National Museum Liverpool’s Health and Safety Policies and Procedures, National Museums Liverpool’s access and Safeguarding policy as well as other appropriate practices and guidelines.
- Take responsibility for personally participating in the Performance Development & Review process (PDR).
- Undertake additional duties, as required, from time to time.
- Undertake training and development courses and programmes, as required.
- Show the highest integrity and confidentiality in the pursuance of these duties.
The details contained in this job description reflect the content of this job at the date of being prepared. It is however possible that over time the nature of the job will change. Consequently, National Museums Liverpool will expect to revise this job description from time to time and will consult with the post holder at the appropriate time.
Interviews to be held on the 28 August 2020