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- Tasks: Welcome visitors, manage bookings, and support the Operations team with various tasks.
- Company: PMC is a vibrant research centre and charity focused on British art and culture.
- Benefits: Enjoy generous leave, a great pension scheme, and access to financial coaching.
- Why this job: Join a dynamic team during an exciting growth phase and make a real impact.
- Qualifications: Experience in front of house roles, strong communication skills, and IT proficiency required.
- Other info: Opportunity to work at events and engage with diverse art projects.
The predicted salary is between 30000 - 42000 £ per year.
As a research centre and educational charity, PMC aims to generate the most original, inclusive and creative thinking and scholarship on British art, understood in its most diverse and expansive contexts. We host and support a thriving programme of research events. We publish innovative books and a wide range of digital outputs, including our prize-winning journal British Art Studies. We pursue individual and collaborative research projects. With our grants and fellowships programme, we sustain the most exciting and original work in British art and visual culture. We make our specialist archives and library accessible to a growing public, at Bedford Square and beyond. We deliver teaching and learning programmes and run networks that connect researchers and professionals.
The successful applicant will take on the role in the Operations team at PMC at an exciting time of growth and transformation. Reporting to the Operations Manager and working alongside the Receptionist, the Operations Administrator is part of the Centre’s Front of House (FOH) team, and one of the first points of contact for visitors to the Centre. In addition to their FOH responsibilities, the Operations Administrator provides operational and administrative assistance to the Senior Leadership Team (SLT), Operations Lead and Operations Manager, and other ad hoc colleague support.
Responsibilities include:
- Front of House
- act as the first point of contact and welcome for all PMC visitors
- open the Centre in the morning and ensure that all safety, fire prevention and security procedures have been followed
- be listed on the Centre’s “Out of Hours” contact list to help in the case of out-of-hours emergencies related to the building’s security and safety
- assist the Operations Lead and Operations Manager with ad hoc operations jobs
- ensure that the following areas are always tidy and well presented: reception, the drawing room, both entrance halls, the ground floor cloakroom, all meeting rooms and both kitchens.
- answer queries by telephone, post and email, taking and forwarding accurate messages to the relevant department as necessary
- keep the Centre’s diary and room bookings calendar as accurate as possible
- maintain Centre security by following all external visitor safety procedures; report any suspicious behaviour or activity to the Operations team as soon as possible
- ensure that all safety, fire prevention and security procedures relevant to FOH have been followed and report any safety concerns to the Operations team as soon as possible
- prepare rooms for internal meetings, including arranging furniture, preparing and clearing away refreshments
- always represent PMC with a positive and professional attitude and appearance and take pride in how the Centre is presented
- assist with general administrative support for the Senior Leadership Team (SLT) and other staff on an ad hoc basis (collating information for meetings, minuting, etc.)
- take minutes at staff meetings and other meetings, as required
- provide ad hoc administrative support to visiting Yale in London students
- provide additional support to the Events team where necessary to prepare rooms for events, conferences, seminars, talks and workshops including furniture arrangements, preparation and clearing away of refreshments
- work at evening events (outside of office hours) at the Centre or events hosted by PMC at an alternative location (agreed in advance as required)
Who We Need
- experience of working at FOH/Reception
- strong communication skills, both verbal and written, and a welcoming, friendly and enthusiastic manner
- advanced proficiency in the use of IT office systems
- excellent organisational and administrative skills, including taking minutes
- an ability to build and maintain strong relationships with colleagues and external contacts
- a flexible and professional approach and an understanding and appreciation of the need to handle information with appropriate confidentiality and discretion
- a can-do, proactive attitude
- the ability to work flexibly and effectively as part of a team and independently
Why Join Us?
- generous annual leave allowance
- an excellent pension scheme
- interest-free season ticket loan
- Employee Assistance Programme
- employer-funded financial coaching programme
Operations Administrator employer: PAUL MELLON CENTRE FOR STUDIES IN BRITISH ART
Contact Detail:
PAUL MELLON CENTRE FOR STUDIES IN BRITISH ART Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Operations Administrator
✨Tip Number 1
Familiarise yourself with the operations of a Front of House team. Understanding the daily tasks and challenges they face will help you demonstrate your knowledge during interviews and show that you're ready to hit the ground running.
✨Tip Number 2
Network with current or former employees of PMC or similar organisations. They can provide valuable insights into the company culture and expectations, which can help you tailor your approach when applying.
✨Tip Number 3
Prepare to discuss your experience in administrative support and how it relates to the role. Be ready to share specific examples of how you've successfully managed tasks like minute-taking or event preparation in previous positions.
✨Tip Number 4
Showcase your communication skills by engaging with PMC's online presence. Comment on their posts or share relevant content to demonstrate your enthusiasm for their work and your ability to connect with others in the field.
We think you need these skills to ace Operations Administrator
Some tips for your application 🫡
Understand the Role: Read the job description thoroughly to understand the responsibilities and requirements of the Operations Administrator position. Tailor your application to highlight how your skills and experiences align with these specific needs.
Craft a Strong CV: Ensure your CV is up-to-date and clearly outlines your relevant experience, particularly in front of house roles and administrative support. Use bullet points for clarity and focus on achievements that demonstrate your organisational and communication skills.
Write a Compelling Cover Letter: In your cover letter, express your enthusiasm for the role and the organisation. Highlight your strong communication skills and any relevant experience in similar environments. Make sure to mention your ability to handle information confidentially and your proactive attitude.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail and professionalism, which are crucial for the Operations Administrator role.
How to prepare for a job interview at PAUL MELLON CENTRE FOR STUDIES IN BRITISH ART
✨Showcase Your Front of House Experience
Make sure to highlight any previous experience you have in a front of house or reception role. Discuss specific situations where you successfully managed visitor interactions, as this will demonstrate your ability to be the welcoming face of PMC.
✨Demonstrate Strong Communication Skills
Prepare to discuss examples of how you've effectively communicated with colleagues and visitors in the past. This could include handling queries via phone, email, or in person, showcasing your friendly and professional manner.
✨Emphasise Your Organisational Skills
Be ready to talk about your organisational abilities, especially in managing diaries and room bookings. Share instances where your attention to detail helped prevent scheduling conflicts or improved operational efficiency.
✨Exhibit a Proactive Attitude
During the interview, convey your can-do attitude by discussing times when you took initiative in previous roles. Whether it was solving a problem or improving a process, showing that you're proactive will resonate well with the Operations team.
