Provides senior administrative and operational support to ensure the smooth, efficient running of the West Highland Museum. A broad, varied and interesting role, combining administration with responsibility for two staff and volunteer coordination, facilities, health and safety, communications and day-to-day operations.
Administration and Governance
Coordinates the Museum's secretariat function and provides senior administrative support to the
curatorial
staff
and
operations &
management team.
Assists
with the preparation of the Museum's Annual Report and other management documentation.
Organises and supports the delivery of the Museum's Annual General Meeting.
maintains
minutes and action logs for Board and committee meetings.
Maintains and
monitors
the Museum's policy review schedule and coordinates policy updates.
Coordinates meeting room bookings and general administrative requirements.
Administers and manages sub-tenancy arrangements as
required
.
Staff and Volunteer Management
Recruits, trains and manages two part-time operations staff.
trains
and
coordinates Museum volunteers.
Organises staff meetings and briefings as
required
.
Supports and undertakes staff performance reviews and appraisals.
Creates,
maintains
and reviews operational procedures to support business continuity,
consistency
and staff training.
Health, Safety and Security
Supports the
with health and safety compliance and the implementation of relevant legislation and standards.
Undertakes risk assessments as
required
, with guidance from the
.
Organises bi-annual fire drills and coordinates emergency lighting, fire
and other required safety testing.
Supports the security of the Museum, its buildings and collections and undertakes keyholder duties.
Facilities, Buildings and Property
Supports the day-to-day management of Museum facilities, arranging repairs and responding to operational issues including building,
equipment
and technology breakdowns.
Organises and
monitors
the maintenance for Museum building
(Barn and
Square)
,
facilities
and equipment.
Acts as a point of contact for contractors and service providers relating to Museum facilities and maintenance.
Manages tenancy arrangements for No. 40 High Street.
Ensures Museum facilities and visitor areas are clean, safe,
and welcoming.
Communications and Visitor Services
Acts as a first point of contact for general Museum enquiries and monitors and responds to the Museum's main email account. Answers telephone and general visitor enquiries as
required
.
Responds to customer complaints and feedback, escalating issues to Museum Director where
appropriate
.
Maintains and updates the Museum website and other digital communications.
Covers reception and other operational duties.
Grants and External Relationships
Coordinates funder acknowledgements, reports and updates as
required
.
Develops and
maintains
effective working relationships with contractors, suppliers,
funders
and other external organisations.
Capital Redevelopment
Provides administrative and operational support to the Museum's capital redevelopment programme.
When requested,
a
ssists
the Project Manager
with the coordination of meetings, documentation,
communications
and
actions relating to redevelopment projects.
Supports the development and implementation of operational procedures
required
as part of the Museum's redevelopment.
General Responsibilities
Provides
appropriate cover
for colleagues during sickness and annual leave.
Undertakes other
appropriate administrative
and operational tasks as directed by the
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Senior Museum Coordinator Fixed Term Contract 24 months £32,000 in Fort William employer: Hijobs
UHI North, West and Hebrides is an exceptional employer that prioritises the development of its staff through a supportive work culture and comprehensive benefits. With 45 days of annual leave, a robust pension scheme, and various employee assistance programmes, we foster an environment where quality management professionals can thrive and contribute to enhancing educational standards in the beautiful locations of Fort William, Thurso, or Stornoway.
