RHS vacancy: Membership and Office Administrator

17 May 2021

 

Membership and Office Administrator

Royal Historical Society, based at University College London
0.6fte (3 days per week), Fixed term, 12 months in the first instance

 

Role purpose
The Royal Historical Society champions the discipline of history both inside the academy and beyond.  Founded in 1868, we are the leading association in our field in the United Kingdom, with an international membership of academics, students, and other professionals engaged in historical research and dissemination.

The Society is going through a period of restructure and needs a proactive, experienced individual to help us ensure our membership administration runs smoothly and efficiently during this period of transition.  We are looking for a highly efficient, well-organised administrator to support the processing of membership applications and the maintenance of all elements of our members’ record-keeping, as well as to provide administrative support for the rest of the team as needed.

Contract:​ ​The role is part-time (0.6fte) for an initial fixed term of 12 months, with the possibility of renewal.

Salary: UCL Non-clinical pay scale: spine point 15 currently £25,025 gross per annum pro rata

Hours:​​ this is a 0.6fte role (3 days per week) with working days to be agreed with the Society. RHS office hours: 9am to 5.30pm with an unpaid lunch break of one hour.

Five weeks of annual leave (25 days pro-rata) plus public holidays.

Location:​​ London. Through the Covid-19 pandemic we are following government advice and working from home. Once office working resumes, the role will be based at the Society’s offices in University College London, Gower Street, London, WC1E 6BT.

Subject to statutory provisions, no applicant or member of staff will be treated less favourably than another because of his or her age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage, civil partnership, pregnancy, or maternity. In all cases, ability to perform the job will be the primary consideration.

Applications: please apply via the RHS Jobs Portal

You will be asked to supply a CV, a statement in support of your application setting out how you meet the criteria for the post, and the names / email addresses of two referees who will be contacted if you are shortlisted.

Any queries concerning the online submission process should be directed to administration@royalhistsoc.org

Closing date:  This vacancy will close at 12 noon on Monday 7th June 2021

Interview Date: Afternoon of Tuesday 15th June 2021, with start date as soon as possible thereafter. Interviews will be held online via Zoom.

 

FURTHER DETAILS AND JOB DESCRIPTION
MEMBERSHIP & OFFICE ADMINISTRATOR (RHS)

RHS Mission and Aims:
The Royal Historical Society (RHS) is a registered charity, founded in 1868, with over 4,000 Fellows and Members.  It champions the discipline of history both inside the academy and beyond. We are devoted to the promotion of historical research, we advocate for best practice in history teaching, we represent history as a discipline and historians as a group, we support and encourage early career historians, and are committed to supporting work towards greater equality and representation within historical practice.  We are working towards making our own organisation more effective, more diverse, and broader in terms of its activities and membership.

Originally conceived as a learned society for the sharing of historical research and ideas through lectures and publications, the Society has recently expanded its scope from supporting historians and historical research to intervening in wider policy debates that shape the environment in which most historians work.  The Society is going through a period of restructure in its central administrative team and now seeks a proactive, experienced administrator to help us ensure our membership services run smoothly and efficiently during this period of transition.

JOB DESCRIPTION

 Job title: Membership & Office Administrator

Contract: 0.6fte (3 days per week), Fixed term, 12 months in the first instance.

Location: Central London, some remote working may be possible.

Start date: 21 June 2021 or as soon as possible thereafter

Reporting to: Trustee Body of President, Vice Presidents, Officers and Councillors

Key responsibilities include:
RHS Membership administration
  • Process new applications for membership.
  • Collect and process members’ subscriptions.
  • Process changes to member categories, subscriptions, details etc.
  • Manage members’ data, ensuring it is up to date and correctly entered on the database.
  • Act as the first point of call for all membership queries (telephone, email and writing), providing support, guidance and information.
  • Supervise the work of any temporary membership assistant as required.
RHS office administration
  • Create and send regular event listings for RHS members, list events on the RHS website and circulate these online; also act as first point of call for those using this service.
  • Support other members of RHS staff as required with general office and facilities administration.
  • Provide administrative support for the Society’s grants and prizes.
  • Help to identify ways to improve our organisational efficiency and efficacy.

We hope this position might be extended at the end of the one-year contract, if funding is available.

Person specification

You’ll be a highly efficient administrator with experience of managing a range of tasks and administrative functions in a busy office. The RHS is an international membership organisation run by a small team that works closely together. You will therefore be someone who enjoys and is very capable at juggling multiple projects and getting involved where help is needed. You’ll also be a self-starter who’s comfortable working proactively with limited supervision to administer membership subscriptions and data.

You’ll be excited about working in an organisation that is committed to supporting historians and the discipline of history, in a variety of different contexts. You’ll also understand the importance of supporting and assisting members of the Royal Historical Society and providing the RHS and its membership with an efficient and effective service.

Experience

Essential

  • At least one year’s experience as an Office/Team or Project Administrator, a Personal Assistant, Executive Assistant, or similar.
  • Experience with administrative responsibilities central to the successful working of an organisation.
  • Experience of database management and handling subscription data.

Desirable

  • Experience working in membership services in a membership organisation.
  • Experience with the administration of a small public-facing and/or membership organisation (e.g. charity, campaign group, think-tank, research centre, heritage organisation).
  • Experience of website updating and use of digital communication tools.
  • Experience of working with academia i.e. in higher education or in a learned society.
Knowledge & Skills

Essential

  • Strong administration and organisational skills, with a close attention to detail.
  • Proficiency in using office software: Microsoft Office suite (incl. Teams and Sharepoint) and in managing electronic filing systems.
  • Ability to work to tight deadlines, prioritising effectively, adapting to circumstances.
  • Excellent interpersonal and communications skills, needed to work closely and flexibly with a small team, and with RHS members.
  • Ability to plan ahead effectively and manage your time.
  • Excellent verbal and written communication skills in English.

Desirable

  • Knowledge and use of publishing and marketing packages including WordPress, MailChimp and Eventbrite.
  • Knowledge of Data Protection Act, and its reference to holding of personal information.
  • Readiness to engage fully with and undertake a wide range of tasks, using your own initiative.
Capabilities & Attitude

Essential

  • Attention to detail and deadlines
  • Creative and dynamic approach to solving challenges and planning
  • Willingness to work in an informal, relaxed atmosphere
  • Enjoys and is confident in dealing with academics and other professionals
  • Ability to understand and support our wide membership
  • Friendly and approachable team player

Desirable

  • An interest in history and a passion for championing it as widely as possible.

 

Contract:​ ​The 0.6fte role is for an initial fixed term of 1 year with a 2-month probationary period. After a year if the contract is extended, a permanent contract will be offered.

Salary: UCL Non-clinical pay scale: spine point 15 currently £25,025 gross per annum pro rata

Pension: In line with the minimum statutory provision the employer’s contribution from the RHS will be 3% with a contribution of 5% from the employee. If the employee will contribute 7.5%, the RHS will contribute a matched 7.5%.

Reporting to: The President

Hours:​​ this is a 0.6fte role (3 days per week) with working days to be agreed with the Society. RHS office hours: 9am to 5.30pm with an unpaid lunch break of one hour

Five weeks of annual leave (25 days pro-rata) plus public holidays.

Five weeks of annual leave (25 days pro rata) plus public holidays.  Please note the Society’s Office in UCL shuts during the Christmas / New Year period and also from Maundy Thursday to Easter Tuesday.  It will be expected that the job holder will use 5 of their 25 days holiday during the shutdown of the Office on the weekdays which are not public holidays.

Location:​​ London. Through the Covid-19 pandemic we are following government advice and working from home. Once office working resumes, the role will be based at the Society’s offices in University College London, Gower Street. London, London, WC1E 6BT

Applications: please apply via the RHS Jobs Portal 

You will be asked to supply a CV, a statement in support of your application setting out how you meet the criteria for the post, and the names / email addresses of two referees who will be contacted if you are shortlisted.

Closing date:  This vacancy will close at 12 noon on Monday 7th June 2021

Interview Date: Afternoon of Tuesday 15th June 2021, with start date as soon as possible thereafter. Interviews will be held online via Zoom.

 

 The Society reserves the right to close the vacancy earlier than the published end date should it receive sufficient applications to warrant earlier shortlisting.