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Estates Administrator

Royal Academy of Arts
Art Logistics, Art Museums and Institutions
   Location: London
   Salary: £22,400
Experience: Junior Level
  Organisation: Royal Academy of Arts
Deadline: 22/03/2020

About the Royal Academy of Arts
The Royal Academy of Arts (RA) is one of the UK’s foremost arts institutions. We are best known for our world-class programme of exhibitions, including David Hockney RA: A Bigger PictureAnselm KieferAi Weiwei, Antony Gormley and our current Picasso and Paper.

This is a particularly exciting time in our history. Sir David Chipperfield CBE RA’s masterplan for the redevelopment of our 2.5-acre campus in Mayfair has now been realised, uniting our two buildings and providing Burlington Gardens with refurbished galleries, a state-of-the-art auditorium, new public spaces and a dedicated collections gallery. The General Assembly of Royal Academicians elected Rebecca Salter as their new President in December 2019, the first woman to hold that office in our 251-year history.

We are an innovative and forward-looking organisation, yet we’re also immensely proud and respectful of our heritage. Our mission is to be a clear, strong voice for art and artists, and we are leaders in exhibiting, creating and debating the visual arts and architecture.

 

About this position

Our bustling RA Estates team comprises of approximately 75 inhouse staff and various contracting partners. We perform a wide range of tasks from the hard and soft service management of the estate, the support and installation of exhibitions and the development and realisation of major capital works; all of which are turned around swiftly and as seamlessly as possible to enable the RA to deliver on its aims and aspirations.

We are currently seeking an enthusiastic administration professional to work in the Estates team and support the maintenance of our historic buildings. Reporting directly to the Head of Estates, the Estates Administrator will fulfil a key role in helping coordinate the various aspects of the wide-reaching department.

Please note, this is an initial 12-month fixed-term contract.

 

About you

You will have experience working in a public facing organisation and working for various stakeholders. You will have experience of all types of property and estates administration from updating basic programmes and schedules, following up supplier payments and orders, organising design team and committee meetings and chasing contractors for permit information.

You will be enthusiastic and a good communicator, working with a wide variety of people in the department from managers to site staff. A team player and resourceful problem-solver, your support will be integral to the well running of the team and the organisation. Lastly, an interest in art, architecture and culture is preferred, although not essential.

 

What benefits do we offer?

  • We offer a very generous pension scheme, contributing up to 10% of your salary into a defined contribution scheme.
  • In addition to 25 days’ holiday and 8 public holidays each year, we close between Christmas Eve and New Year, allowing staff further paid leave.
  • We encourage staff to attend free History of Art and life drawing classes on site. We also have a staff choir, staff gallery and running and craft clubs.
  • Best of all, we have reciprocal agreements with many leading museums and art galleries in London and New York, enabling you to enter for free with your staff pass.

 

How to apply
To apply for this position, candidates must complete an application form. For further information about this role, and to find our application form, visit our website at: www.royalacademy.org.uk/careers

Closing date for applications:    22 March 2020 (midnight)

Interviews to be held:                  w/c 30 March 2020

 

 

JOB DESCRIPTION

JOB:                           Estates Administrator

DEPARTMENT:         Estates

REPORTS TO:           Head of Estates

 

MAIN OBJECTIVES

  • To provide thorough and accurate administrative support to the Estates team, including the Head of Estates, Head of Art Handling and Galleries Manager, and Head of Surveying as required.
  • To support the Facilities Management Helpdesk and customer facing communications from the Estates Department. This includes operating the helpdesk during certain hours, compiling various reports and liaising with contractors and suppliers.
  • To provide project support, including administrative assistance and engagement with varied internal and external stakeholders.
  • To act as Secretary to the Buildings Committee and the Health and Safety Committee.

 

MAIN DUTIES

Estates Administration

  • Co-ordinate the planning, delivery and administration of the Estates, Estates Leadership Team, Gallery Turn Around and CBRE Quarterly meetings.
  • Assist the Head of Estates in the organisation of the Estates Department, organising meetings, collating reports, aligning regular forums with the approved governance timelines.
  • Provide administrative support to the Head of Estates and assistance with management of calendar and meetings.
  • Assist with departmental filing and archiving.
  • When requested, support fellow Estates employees with administrative tasks and the organisation of meetings as required during peak periods of activity.
  • Support departmental purchasing processes (IPOS, documentation, etc.) with departmental managers and central RA procurement: raise requisitions in iPos; induct new suppliers; copy and issue of planning, listed building consent, DCLG Licences; admin relating to consultant contracts.
  • Administer the booking and records for freelance Art Handlers, liaising with internal parties about their art handling requirements and with external suppliers.
  • Assist the Engineering team: collect, analyse, review and report on organisational energy data. Prepare energy reports for billing of tenants.
  • Undertake elements of financial administration and co-ordinating approvals from budget holders for the contract for engineering and estates management services.
  • Analyse spreadsheets and financial data, producing summaries, as requested.

Co-ordination of RA Committees

  • Act as Secretary of the Buildings Committee and the Health and Safety Committee.
  • Co-ordinate the planning, delivery and administration of the Buildings Committee and the Health and Safety Committee.

Facilities Helpdesk

  • Answer and log calls and emails coming into the FM Helpdesk regarding facilities and maintenance issues.
  • Allocate facilities and maintenance jobs to the relevant contractor or sub-contractor.
  • Undertake assigned support tasks, identifying and resolving issues. Where necessary, escalate more serious problems as appropriate.
  • Uploading and amending asset information to be held in the Computer Aided Facilities Management (CAFM) system, ensuring smooth handover from minor projects to operations, delivering improvements as per the CAFM road map.

Project Support tasks

  • Provide a hospitable reception for visitors. Administer site tours and visits.
  • Draft internal communications.
  • Provide full administrative support, including word processing of correspondence, memos, reports and minutes; document control and maintain filing; arrange meetings.
  • Administer various regular project meetings.
  • Support flow of information between Projects and wider Estates department.

General

  • Ensure that Health & Safety policies, procedures and regulations are known, understood and complied with by you, the team and internal and external colleagues and stakeholders.
  • Undertake any other duty reasonably assigned by the Head of Estates.

 

 

PERSON SPECIFICATION

 

ESSENTIAL AND DESIRABLE QUALITIES, KNOWLEDGE, SKILLS AND EXPERIENCE

  • Experience in customer service delivery and prioritising competing demands.
  • Effective communication skills, with the ability and confidence to communicate with internal and external stakeholders at all levels, able to work collaboratively and build strong working relationships.
  • First class written English, strong drafting skills for clear and professional written communications.  Proven ability to document meetings, distil discussions down to key points and actions.
  • Highly computer literate – with excellent knowledge and experience of MS Office, Word and Excel.
  • Effective time management skills with the ability to manage diaries; arrange meetings and make logistical arrangements.
  • Experience and interest in project contribution and delivery.
  • An accurate, thorough and methodical way of working.
  • Possess a flexible and co-operative approach to work, a strong team player.
  • Ability to thrive when working in a busy and, at times, demanding environment.
  • Genuine interest in supporting the improvement of the operations of a large and busy public-facing arts organisation.
  • An interest in the visual arts is desirable but not essential.
  • Education or experience in the built environment is desirable but not essential.

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