Team Administrator - The London Institute for Contemporary ...

Team Administrator - The London Institute for Contemporary ...



Team Administrator

Temporary Maternity Cover Contract (up to one year)

Job Title:

Responsible to:

Responsible for:

Team Administrator

Operations Manager

Delivering excellent reception services together with

logistical and administrative support to staff and hirers

Role Purpose

This role exists to provide the first point of contact and welcome to LICC by phone, e-mail or in

person and is core to LICC’s value of hospitality. It’s also a vital role in enabling the office and staff

team to function on a daily basis and includes support for all internal and external speaking

engagements. In addition, this role provides hospitality for venue hire.

Key Responsibilities

1. To provide an excellent point of contact into the Institute – the ‘face’ of LICC

- Deal with all general enquires by phone, e-mail or in person

- Articulate the ethos and vision of LICC in response to enquiries

2. To provide hospitality to all guests of the Institute

- Welcome all visitors to LICC’s HQ

- Serve and advise any visitors to the shop who wish to purchase resources

- Provide hospitality for all internal meetings including catering requirements. This can range from

purchasing food to liaising with third party caterers. Food Hygiene training will be provided

3. To provide a range of administrative services to the LICC team including sending bulk e-

mails, supporting internal and external events, booking travel

- Send out the twice weekly e-mails, Word for the Week and Connecting with Culture, to our database

- Support the Events Manager in putting on LICC events. This will include setting up, staffing and

also media support for evening events

- Organise travel arrangements for the faculty team’s speaking engagements including

accommodation if needed

- Assist the faculty team, Events Manager and LICC Associates in preparation for external

engagements including the supply of delegate packs and resources for sale at external events

- Deal with all email enquiries including requests for speakers

LICC • St Peter’s • Vere St • London • W1G 0DQ • 020 7399 9555 • •



4. To provide administrative support to the Managing Director

- Provide general office assistance with e-mails, phone calls, filing, arranging meetings and meeting


5. To enter and update data on our core software for mailings, customer relationship

management, church surveys, speaking engagements

- Enter data from all our contact mechanisms onto the Raiser’s Edge database and Mailchimp


- Process church surveys for the Imagine Team

- Provide a central point for capturing and entering data to track speaking engagements

6. Develop PowerPoint presentations as required

- Assist in producing PowerPoint slide presentations using LICC templates

7. Provide general office functions such as post, stationery, and fulfilling mail orders on a daily


- Fulfil bookshop orders received both by telephone and through our online shop including

credit/debit card processing

- Process any incoming payments and donations through the card machine and cash register

- Postage – responsible for incoming and outgoing post. This will include use of a franking

machine and will involve seasonal bulk mailings

- Purchase general supplies and stationery when stocks run low

8. Facilitate venue hire with associated hospitality

- Accurate diary management of the venue using MS Outlook diary system Ensure that all people

using the building comply with terms and conditions and health and safety policies

- Be part of a team providing an out-of-hours emergency contact service for hirers

9. Ensure the building is well-presented at all times

- Ensure the building is clean, tidy and well-presented on a daily basis

- Ensure the staff kitchen is kept tidy and washing is cleared away

- Manage the cleaning staff on a weekly basis to make sure that areas are clean and tidy for the

building use

Qualities, Experience & Key Skills

A highly organised person will flourish in this role, someone with a gift of administration. We’re

looking for someone who can act on priorities and manage their time and tasks well. This role

calls for previous administrative experience and proficiency in Microsoft Office, including

PowerPoint. Attention to detail and a care for excellence are essential qualities. Experience with

database software is an advantage as, too, is an eye for design.

You’ll need to be a people person, a team player in a small team. You’ll be motivated to help a

whole team work well and you’ll be engaged by the mission of the Institute. Cheerfulness and a

LICC • St Peter’s • Vere St • London • W1G 0DQ • 020 7399 9555 • •



joy in problem solving will serve the post-holder well, as well an ability to anticipate and plan for

seasonal workflow.

It goes without saying that you must be committed to LICC’s values, able to translate them into

every aspect of LICC’s work and operate in such a way that releases creativity and excellence in

those with whom you work. There is an Occupational Requirement for this post to be filled by a

committed Christian.


The Team Administrator will be a member of the Operations Team and reports to the

Operations Manager. The Operations team is a small but busy team which works together to

ensure the office runs effectively.

Terms & Conditions

The role is a full-time position and is a temporary maternity cover contract of up to one year

(will terminate at one year or when person on maternity leave returns to work, whichever is the

sooner). It is based in London with a salary in the range £20,500-£21,500 p.a., depending on

experience. The role will start in Oct 2013. There are 20 days holiday per year and statutory

holidays are additional. Three further days leave are given between Christmas and New Year

when the office is closed. The post holder will be expected to be available for a number of

weekends and evenings. A ‘Time off in Lieu’ arrangement is in place.

There is an Occupational Requirement that the post holder is a committed Christian.

To Apply

Please email a CV with a letter summarising why you are interested in this role to Nigel Hall,

Operations Manager, at LICC ( Please also enclose details of two referees; one

personal, one professional. References will be sought should you be successful.

Applications close midday on 14th August 2013. First interviews will take place 20/21 August

and second interviews on 29 August.

Don’t hesitate to contact Nigel Hall – or 020 7399 9575 for further information.

LICC • St Peter’s • Vere St • London • W1G 0DQ • 020 7399 9555 • •

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