Job Description

HR and Executive Assistant, Museum in London, 6 month fixed term contract, 28 hours a week, hybrid working, £40,000 pro-rata

Contemporary museum with unique collections of art, music, writing and emotive objects needs proactive HR and Executive Assistant with the ability to process payroll for the team. This Museum has a well deserved reputation for being a great place to work and a lovely team. Their mission is to inspire change through the power of the arts and they run an award winning arts training programme for young people plus wellbeing activities.

This is a 6 month fixed term contract with the possibility of being extended and you can work from home 1 day per week. Benefits include 25 days annual leave pro-rata, plus 1 day for your birthday, pension, Training support, retail discounts and museum entry discounts.

In this role you will report to the CEO and work closely with the Trustees plus ensure all HR Admin is taken care of. It is a great opportunity for an organised HR and Executive Assistant  with a keen eye for detail.

Responsibilities include:

• Managing the CEO’s diary, coordinating meetings and anticipating plans to keep their schedule running smoothly
• Acting as first point of contact for the CEO and gatekeeper
• Monitor the CEO’s inbox drafting replies
• Arranging induction and paperwork for new Trustees, and maintaining the Register of Interests and the governance related records
• Organising and minute taking at quarterly Trustee meetings and sub-committee meetings, and ensure action points are followed up by Trustees and the Senior Management Team.
• Maintaining HR files and drafting HR documents, e.g. contracts and probation outcome letters
• Preparing exit documentation, scheduling exit interviews
• Responding to general HR queries
• Preparing and collating monthly payroll changes, including new starters, leavers, salary adjustments, variable payments, absences, and deductions  
• Administering employee benefits such as pensions, healthcare plans, life assurance, and wellbeing benefits, ensuring timely enrolment, optout processing, and record updates
• Monitoring and updating absence records, including sickness, annual leave, maternity/paternity leave, unpaid leave
• Support recruitment administration  – posting job adverts, managing applications, scheduling interviews, and onboarding and pre employment checks
• Supporting the administration of the Museum’s governance, helping with forward planning regular Trustee and Committee meetings
• Communicating with Trustees, Trustee Anchor Groups and Vice Presidents
• Acting as first point of contact between the Board of Trustees and Vice Presidents of the Museum

Skills and experience you will have:

• Confident interpersonal skills

• Experienced administrator – if you have worked within People / HR processes that would be useful
• Experience providing high-level executive support at C Suite or Director level
• Excellent organisational and multi tasking skills, diary management and meeting planning
• The ability to draft correspondence and great attention to detail
• Microsoft suite of applications (particularly Word, Outlook, Teams, Planner, SharePoint and Excel)
• Confident user of personnel and CRM databases
• If you have worked for a charity or a social enterprise that would be useful