Library Administrator

This job has now expired
Lambeth Palace, London
Permanent
£25,931 rising to £27,554 p.a. after completion of probation

Lambeth Palace Library (www.lambethpalacelibrary.org), founded in 1610, is the historic library and record office of the Archbishop of Canterbury. A public library since its foundation, it specialises in ecclesiastical history, but with far wider-ranging archive, manuscript and printed collections, dating from the ninth century to the present day. The Library serves a range of users, both from the UK and internationally, in its Reading Room through enquiries, its online resources and outreach work.

The Library works closely with the Church of England Record Centre which holds the archives of many historic central Church of England bodies and provides records management support and advice to the National Church Institutions and the wider church.

In 2020, all of these collections and services will be merged and moved to a new, purpose-built Library on the Lambeth Palace site.

As Library Administrator, you will be the first point of call and welcome for all those contacting the library. You will ensure that all requests are dealt with efficiently and effectively, while juggling priorities and responsibilities including liaising with colleagues and external suppliers.

By taking responsibility for filing systems, office equipment, diary management and financial administration, you will provide the highest standards of support for the Library and its staff, enjoying the challenge of meeting deadlines calmly, even when under pressure.

A confident communicator, you will thrive on meeting members of the public in this customer facing role and working collaboratively as part of our busy and dedicated team.

Interviews will take place on the 15th November 2018

In return we offer a unique environment with opportunities for continuous learning, a 35-hour working week and generous annual leave for work life balance, season ticket loans and a range of benefits including discounted entry to attractions, and an extremely attractive non-contributory pension scheme.

The Role :

Administration

  • 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.
  • Ordering and maintaining stationery supplies and other office equipment including recycling.
  • 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.
  • Providing internal and external meeting administration by assisting with organising meetings; preparing and despatching papers; and minute writing.

Budget/Accounts

  • Managing Library financial administration including recording and banking of all incoming cash and cheques for the library.
  • Creating and processing purchase orders and requesting invoices through the NCIs’ financial system.
  • Supporting Reprographics orders and invoicing including monitoring and chasing payments.
  • Monitoring the finances including regular income and expenditure analysis.

Premises

  • Acting as first point of contact with Palace Events staff.
  • Act as first point of contact for the library, liaising with and if necessary supervising maintenance visits (e.g. fire system, copier engineers) and others on the library premises.
  • Liaising with Palace facilities staff over maintenance and security issues affecting the Library.
  • Ensuring that the public areas of the library are presentable and appropriately stocked with merchandise
  • Sharing in responsibility for maintaining Library security and preservation of the collections.
  • Supervising the smooth running of staff common room functions.

Outreach

  • Acting as first point of welcome for the library both by phone and face to face.
  • Managing requests for tours and Library visits, organising tours and supervising groups visiting the library, which will require occasional evening working for which time off in lieu will be granted.
  • 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.
  • Organising Library and Friends events, liaising with printers, ticketing and mailing companies.

Tell us how you meet 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)
  • To have demonstrable IT knowledge, including Microsoft Office, especially Excel, Outlook and Word
  • 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 drafting and presenting information in simple to understand ways
  • Experience in Financial Administration
  • 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:

  • Good general education, including English and Maths GCSE or equivalent

Desirable

Knowledge/Experience:

  • Experience in an arts or cultural organisation
  • Organising and administering events
  • Proven 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 we are a member of the Armed Forces Covenant, we welcome all applications from those you have served in our Armed Forces and their families

We are committed to building a culturally diverse workforce. As part of this commitment, we welcome applications from people, regardless of their background. As a Disability Confident committed employer, it is important to note that there may be occasions where it is not practical or appropriate to interview all disabled applicants who meet the minimum criteria* due to high volume. We limit the amount of interviews conducted to five applicants per open post we advertise.

*Where applicable depending on post requirements.