Library Administrator

Posted 18 days agoExpires in 4 days
Lambeth Palace Library
Employee
£27,884 rising to £29,983 per year after probation

Our aim is for everyone in the National Church Institutions (NCIs) to feel that they belong, and are valued for who they are and what they contribute. Together, our people contribute in different ways towards our common purpose, whichever NCI they work in and whatever their background.

Lambeth Palace Library, founded in 1610, is the historic library and record office of the Archbishop of Canterbury. Following the merger with the Church of England Record Centre in 2020 it is now the principal repository for the archives not only of the Archbishop of Canterbury but also of the National Church Institutions in London. It is freely open for public use, serving as a research centre specialising in ecclesiastical history, but with far wider-ranging archive, manuscript and printed collections, dating from the 9th century to the present day and encompassing everything from medieval manuscripts and early printed books through to modern archives and digital records.

The Library's vision is to collect, preserve and make accessible the memory of the Church of England, so that its cultural and religious history can be explored and enjoyed by all.

Further details may be found on the Library’s website: www.lambethpalacelibrary.org.

This is an opportunity to work in the in the cultural sector, supporting the vision and mission of Lambeth Palace Library.

As Library Administrator​ you will be one of the first points of welcome for the library both by phone and face to face and the key contact for the Friends of Lambeth Palace Library. You will provide a high quality administrative service to library staff and a professional public facing service to all who contact and visit the library.

We would like to hear from you if you have experience in dealing with members of the public in a customer facing role, good communication skills both orally and in writing and the enthusiasm to develop your knowledge of libraries and archives here at Lambeth Palace Library.

Normal hours of work are 35 per week worked Monday to Friday. The Reading Room remains open late on Thursday evenings, which will require you to work periodically on a rota basis until 8pm, for which your hours will be adjusted accordingly. You may also be required to work occasional Saturdays on a rota basis, further details will be discussed at interview.

The Church of England is for everyone and we want to reflect the diversity of the community the Church serves across the whole country. Therefore, while of course we welcome all applications from interested and suitably experienced people, we would particularly welcome applicants from UK Minority Ethnic Backgrounds and people with disabilities.

Please contact Tracey Wade, Operations Manager at tracey.wade@churchofengland.org for an informal conversation.

Interviews are expected to be held on Wednesday 19th October 2022.

We offer a unique environment with opportunities for continuous learning, generous annual leave for work life balance, season ticket loans and a range of benefits including discounted entry to attractions and what we feel is a market leading package when it comes to our pension scheme.

The Role

Outreach

  • Acting as one of the first points of welcome for the library both by phone and face to face, dealing professionally and tactfully with people at all levels who contact the library.
  • Help manage requests for tours and Library visits, organising tours and supervising groups visiting the library.
  • Improving role appropriate collections knowledge through regular continuing professional development activities.
  • Participating in, and where necessary delivering, role appropriate outreach and engagement activities to support the Library’s vision to be accessible to all.
  • Engaging with our readers and researchers to promote the use of the collections.
  • Researching and drafting letters on behalf of the Librarian to e.g. potential donors; organisations requesting loans, handling these with tact and discretion while maintaining good relationships with such individuals and organisations.
  • Creating promotional and presentational material in various formats, including assisting with the production of the library Annual Review and organising design and printing through third parties when needed.
  • Help organise meetings and visits and assisting with exhibitions. Preparing and setting up for events including booking rooms, guest lists, security lists, welcoming guests and organising hospitality. Liaising with other NCI colleagues as necessary to ensure events run smoothly.
  • Organising mailshots for Library and Friends events, liaising with printers and mailing companies.

Administration

  • Working alongside the Assistant Records Manager, managing filing systems across Lambeth Palace Library by making sure there is proper management of electronic and paper records in line with the library retention schedule.
  • Diary management of senior staff and maintenance of Library general calendars.
  • Liaising with equipment suppliers and ensuring that all equipment is properly and regularly maintained.
  • Liaising with the Friends of Lambeth Palace Library and assisting as needed supporting in their work.
  • Providing administration of library committees by assisting with preparing and despatching Committee papers; organisation of meetings; and minute writing. Supporting administration of internal library meetings as needed.

Budget/Accounts

  • Managing Library financial administration including recording and banking of all incoming money for the library, and library related charities.
  • Creating and processing purchase orders and requesting invoices through the NCIs’ financial system.
  • Monitoring the finances including regular income and expenditure analysis and reporting to the Librarian and Archivist and senior management team meetings as necessary.
  • Maintaining records of training expenditure against budget.

Premises

  • Working with colleagues to ensure the security and safe use of the collections.
  • Deputise for the Operations Manager as first point of contact with Palace Events staff.
  • Deputise for the Operations Manager liaising with Palace FM staff over all minor maintenance issues including repairs and cleaning.
  • Any other duties that may be reasonably required from time to time.

The Requirements

Essential

Skills/Aptitudes:

  • Good organisational skills and ability to prioritise a variety of tasks, meet deadlines and work calmly under pressure.
  • Good communication skills both orally and in writing.
  • Ability to maintain and develop office filing systems (paper and electronic).
  • Demonstrable IT knowledge, including Microsoft Office Suite, especially Excel, Outlook, Word and Publisher.
  • Ability to work on own initiative and think logically and creatively to solve problems.
  • Ability to work collaboratively as part of a team and to support other colleagues as needed.

Knowledge/Experience:

  • Experience in dealing with members of the public in a customer facing role including dealing with very senior staff and major donors.
  • Experience of letter drafting where tact and discretion are required.
  • Experience of drafting and presenting information, including financial information, in simple to understand ways.
  • Experience of working with accounting systems such as SAP.

Personal Attributes:

  • Self-motivated and proactive.
  • Sensitive, diplomatic and able to handle confidential matters.
  • Confidence in dealing with the general public.
  • Interest in working in the cultural sector, particularly in libraries and archives.

Education:

  • Honours degree or equivalent practical experience in an office/administrative environment.

Desirable

Skills/Aptitudes:

  • The ability to research and draft complex written correspondence and analyse and report on financial data.

Knowledge/Experience:

  • Experience in an arts or cultural organisation.
  • Organising and administering events.
  • Experience of supporting committees and their administration.
  • Use of publishing and design packages.

We in the National Church Institutions support the mission and ministries of the Church all over England. We work with parishes, dioceses (regional offices), schools, other ministries and our partners at a national and international level.

Excellence, Respect, Integrity

We follow these three values in everything we do, whether we are of Christian faith, another faith or no faith. To learn more about working for National Church Institutions and our benefits, please click here

As a Disability Confident Leader, we actively look to attract, recruit and retain those of you who are disabled.

As a member of the Armed Forces Covenant, we welcome applications from those of you who have served in our Armed Forces and their families.

We are committed to being an equal opportunities employer and to ensuring that everyone, job applicants, customers and other people with whom we deal, are treated fairly and not subject to discrimination. We will do whatever is necessary to provide genuine equality of opportunity. We continuously review our policies and processes to support our aim to create a workforce as diverse as the nation the Church of England serves.