This is a new post designed to support the Engagement offer at Westminster Abbey as it enters a new phase of development. The post-holder will be joining a developing department, formed in 2022 to deepen visitor engagement with Westminster Abbey. The team has been trialling different ways of engaging new audiences and wants to develop this further in line with Abbey strategies.
This role will provide effective office administration and internal and external communication support to the Engagement team. This will include resource management and contract management of key programmes for which the Engagement team is responsible to enable departmental development.
Key Responsibilities
- Act as a key point of contact for the Engagement team, managing enquiries, shared inboxes and communications with community groups, families, adults and other audiences.
- Coordinate the administration of bookings and events, including community group visits, staff engagement activities and Eventbrite bookings, ensuring accurate records and timely communication with participants.
- Support the effective delivery of Engagement activities and events, coordinating schedules, catering, facilities and resources, and providing logistical and supervisory support where required.
- Maintain and use departmental systems and databases, including CRM, Eventbrite and Avius, to keep accurate records, produce reports and analyse data to support the work of the team.
- Coordinate communications with families, volunteers and internal colleagues, including Mailchimp campaigns, volunteer rotas and updates, and support the onboarding of volunteers and work placement students in collaboration with HR.
- Support the effective administration and governance of the department, including meeting coordination and minutes, budgets and resource management, procedures and risk assessments, GDPR compliance and relevant contract management documentation.
About you
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Excellent written and verbal communication skills and is confident dealing with a wide range of internal and external contacts.
- Highly organised, with strong administrative skills, excellent attention to detail and the ability to manage priorities and meet deadlines effectively.
- Confident using Microsoft Office, particularly Outlook and Excel, and has experience using databases to enter, retrieve and manage information.
- Experience working in a busy, team-based office environment and is comfortable collaborating with colleagues across different departments and with volunteers.
- Takes a positive, proactive approach to their work, using initiative and good judgement while recognising when to escalate matters, and is committed to delivering excellent customer service.
- Understands and appreciates the Abbey as a living church and worshipping community, and is committed to its values and to supporting diversity across the department’s work.
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It would be an advantage if you have experience providing administrative support to a department, using CRM or event management systems such as Avius or Eventbrite, working within a heritage environment, or working with volunteers.
Working Hours
These are 40 hours per week, and the full-time equivalent hours are 40 hours per week.
Onsite Arrangements
As a working church and a major visitor attraction, being present on site allows our teams to deliver exceptional experiences and maintain the unique atmosphere of the Abbey. Working on site each day is the default expectation for all staff to promote collaboration and connection.
Where a role is suited to remote working, staff may have the flexibility to work off-site for up to 40% of their time each week, with the remainder spent at the Abbey. To keep our teams strong and responsive, roles may require presence on specific days, and we need at least half of each team to be on site from Monday to Friday.
Annual Holidays
The full-time holiday entitlement is 33 days per annum, including recognised public holidays.
Training
On-site training will be provided in all aspects of the job. Any further training needs will be assessed through the probation period and in annual appraisals.
Staff Discount
All employees receive a 20% discount on purchases from the Westminster Abbey shop and a 30% discount on purchases from the take-away catering outlets.
Pension Scheme and Life Assurance
All employees can join a Group Personal Pension plan, where the minimum employee contribution is 3% and the maximum employer contribution is 9% (as determined by the level of the employee contribution). You will be auto-enrolled into our qualifying workplace pension scheme after 3 months, if you meet the eligibility criteria.
All employees are covered by death-in-service life assurance, whether or not they choose to join the pension scheme.
Season Ticket Loan
A season ticket loan is offered after completion of the probationary period, repayable over 10 months.
Safeguarding
Westminster Abbey is committed to the safeguarding of children, young people and adults at risk. To prevent them from harm, we undertake appropriate checks (including the relevant level of criminal record check) on staff and volunteers and require them to complete relevant safeguarding training. This post requires a basic level criminal record check.