Job Description

Time Odyssey Programme Administrator

Salary: \xc2\xa323,953 pro rata
Location: The British Museum Great Russell Street, London WC1B 3DG

Role Summary

Time Odyssey Programme Administrator
Learning and National Partnerships
Part time 2.5 days per week
Fixed Term until September 2025
\xc2\xa323,953 pro rata, per annum
Application deadline: 12pm (midday) on 31 July 2023

About the role:

The British Museum is seeking a Programme Administrator for its new Time Odyssey Programme to join the Learning and National Partnerships Department. The Time Odyssey Programme Administrator will be responsible for the administrative support of Time Odyssey. The goal of this role is to support the delivery of a new programme that overcomes financial obstacles to visiting the British Museum and partnership museums across the UK for students aged 7 \xe2\x80\x93 11, bringing history to life, through an innovative digital experience and cultivating a life-long interest in arts, culture, and heritage.

This role will be delivered over 2023 \xe2\x80\x93 2025, and the post-holder will report directly to the Time Odyssey Experience Manager, and work closely with the Time Odyssey Regional Manager, who is based in one of the partner museums.

Key areas of responsibility:

• To be the first point of contact for general internal and external enquiries about Time Odyssey by telephone and email; ensuring effective dissemination of information to relevant team members and other departments.
• Working with the Time Odyssey Experience Manager to coordinate and schedule online (Zoom and Teams) and in-person Steering Group and Working Group meetings for the Time Odyssey team and wider internal and external stakeholders, including preparing agendas, taking minutes and action points and circulating those to group members.
• Liaising with LNP Programmes Administrator to book rooms for Time Odyssey visits in the Clore Education Centre and Galleries.
• Use of Agresso finance software to raise purchase orders, process invoices, and help the Time Odyssey team members manage their budget and to liaise with the Finance team on behalf of the Time Odyssey team where necessary.
• To collect, collate, and present Time Odyssey statistics to the Time Odyssey team each month including liaising with partner museums to collect their statistics.
• Administration of the Time Odyssey Schools Travel Grant process, including auditing applications, liaising with the Finance team to ensure correct procedure is followed, and maintaining the correct data flow procedure.
• Being up to date on British Museum financial procedures and assisting team members with working to the Museum\xe2\x80\x99s guidelines e.g. the Finance Operating Manual, Risk Assessment etc.
• Preparation of payroll for the Museum Teachers each month.
• The ordering of Time Odyssey materials and equipment via Museum-approved suppliers, and management of deliveries.
• Making travel and accommodation arrangements for Time Odyssey team members where necessary.
• Produce and distribute information related to Time Odyssey visits including weekly preparation and distribution of documentation supporting schools\xe2\x80\x99 visits and distribution of pre-booked ticket sale figures and ticket updates to stakeholders, in liaising with Box Office and partner museums.
• Uploading Time Odyssey information to Drupal, the Museum\xe2\x80\x99s web content management system, for publishing to the Time Odyssey website.

Personal Specification:

• Education: 5 GCSEs including English and Maths; educated to A Level standard or equivalent vocational qualification.
• Specific technical/professional skills and experience: excellent communication skills both oral and written; high level of IT skills, including proficiency in MS Office Suite; experience of collating and presenting statistics; highly numerate and literate.
• Work experience: office administration in arts/heritage/leisure industry; supporting public facing activities in arts/heritage/leisure industry.
• Specific project skills: ability to work confidently with a diverse range of people both internal and external stakeholders and visitors.
• Specific interpersonal skills: excellent communicator, written and oral; flexibility; ability to work as part of a team or on own initiative; professional and self-motivating; extremely diplomatic.

About the British Museum:

Founded in 1753, the British Museum\xe2\x80\x99s remarkable collection spans over two million years of human history and culture. The Museum is one of the leading visitor attractions and its world-famous collection includes the Rosetta Stone, the Parthenon sculptures, Egyptian mummies, the Admonitions Scroll, and the Amaravati sculptures.

The Museum offers a competitive benefits package including:

• Membership of the civil service pension scheme
• Free entry to a wide range of museums and exhibitions
• Participation in private and public Museum activities, including talks by leading curators from around the world and behind-the-scenes opportunities to learn how museums care for and manage their extraordinary collections
• Generous annual leave allowance
• Interest-free travel, bicycle and rental deposit loans
• Professional and personal development opportunities
• Employee Assistance Programme
• Discounts on food and gift shop purchases

Additional details:

For more information about this role, please see the job description.

The interviews are expected to take place on the week commencing Monday 7th August.

If you have any additional needs that we should be aware of in order to support you with your application, please provide details to .

The British Museum is committed to promoting equality of opportunity for all staff and job applicants. We aim to create a working environment in which all individuals can make best use of their skills, free from unlawful discrimination or harassment. We value the benefits that a diverse workforce brings to a Museum which represents world culture. The Museum is committed to ensuring that no job applicant suffers unlawful discrimination because of any protected characteristics. Our recruitment procedures aim to ensure that individuals are treated fairly because of their relevant knowledge, skills and experience.

We are also currently piloting a flexible way of working that allows our employees to work remotely in a way that suits them and the organisation. We welcome questions and conversations at interview stage and how flexible working could work for you.

The Museum adheres to the HMG Baseline Personnel Security Standard (BPSS) for pre-employment screening of Civil Servants.

British Museum