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Business Delivery Assistant at The National Lottery Heritage Fund

Working Hours: Part Time
C
ontract: Permanent
Salary: £21,838 to £24,919 Pro Rata
Location: Edinburgh (hybrid)
Closing date: 28/07/2024

About the Role

As the largest funder for the UK’s heritage, our vision is for heritage to be valued, cared for and sustained for everyone, now and in the future. We believe in the power of heritage to ignite the imagination, offer joy and inspiration, and to build pride in place and connection to past. Our mission is to use our expertise to support and champion the UK’s heritage and demonstrate the transformative potential of National Lottery funding through delivering our new strategy Heritage 2033. We ensure that money from the National Lottery makes a decisive difference for people, places and communities.

We are currently recruiting for a part time (17.5 hours per week) Business Delivery Assistant on a permanent contract based in our Edinburgh Office (Hybrid Working). The primary purpose of this post is to provide a wide range of administrative support across the country teams of the Heritage Fund in Scotland, Northern Ireland and Wales. If you are excited about helping ensure that heritage is inclusive and accessible to everyone, for now and future generations, then we want to hear from you.

Job purpose
To provide a wide range of administrative support across the Area/Country team.

Key duties and responsibilities
This is a varied role which covers a number of different functions. The following are the key duties and each Business Delivery Assistant’s role will be made up of a selection of these (to be
agreed with line manager). The role is likely to evolve over time when new ways of working, systems and processes are introduced.

Cross Team and Office Administrative Duties:

  • To provide effective and efficient support to the Team including: maintaining and updating all information systems; handling initial telephone enquiries; postal duties; photocopying; overseeing the image database; and arranging travel and accommodation.
  • To make arrangements for meetings within the office including booking and preparing meeting rooms, and organising refreshments, taking notes, and setting up IT equipment as
    required.
  • To assist in the preparation and compilation of reports and statistics.
  • To assist with administrative tasks and organisational support for senior managers when necessary.
  • To assist in the delivery of the team’s communications plan including work on Twitter and other social media as required.
  • To assist in any administrative tasks as required for the smooth running of the team including support to Senior/Investment Managers and Senior/Engagement Managers.

Committee Duties:

  • To assist Area Director, Senior Business Support Managers with all aspects of managing and arranging Committee Meetings.
  • To assist Area Director, Senior Business Support Manager with travel and other arrangements required to support Committee Members.

Engagement Activity:

  •  To assist Engagement staff and other team members with the administration of pre-application enquiries, Expressions of Interest and maintaining contact information in accordance with GDPR requirements including using Dotmailer.
  • To assist with arrangements for workshops, events and seminars including handling mail-outs, booking rooms, refreshments etc.
  • To assist with the Team’s work in Areas of Focus (if appropriate).

Investment Activity and Business Improvement/Grant Making Services:

  • To provide support to Investment staff and Central Team including: checking and logging on all new applications; processing payments; and preparing correspondence including Grant Expiry Date extension letters.
  • To produce management information on dormant cases and to take necessary action to resolve those cases in discussion with investment staff.
  • To assist in management of arrangements for Grantees Workshops.
  • To liaise with grant applicants, ROSS consultants, Committee Members and staff to arrange project visits.
  • To assist with administrative arrangements related to delegated decision taking and

Expression of Interest process.

  • To provide Area/Country Teams and/or Central Team on work related to UK, national and local heritage campaigns.
  • To undertake administrative support on a range of business improvement activity including user testing, implementing recommendations from internal and external audit, updating
    guidance, keeping the Knowledge Centre up-to-date, and training activity.
  • Other duties as required.

Skills an Experience

Technical knowledge

  • IT skills including knowledge of Microsoft Office and the use of databases.
  • Administrative skills.
  • Ability to produce numerically accurate work with good attention to detail.

Organisational skills

  • Knowledge of event planning and management.
  • Ability to manage a diverse workload including meeting deadlines, prioritising and reprioritising work.

Communication

  • Good understanding of customer care.
  • Good communication skills, written and oral including use of social media.
  • Ability to deal in a helpful and professional way with a wide range of people and be aware of customer needs.

Teamwork

  • Ability to be an active and constructive team member demonstrating the flexibility to work successfully across a dispersed team.

Valuing Diversity and Inclusion

  • Commitment to equality, diversity and inclusio

How to Apply

If you are excited about helping ensure that heritage is inclusive and accessible to everyone, for now and future generations, then we want to hear from you. Please apply via National Heritage Lottery Fund (NHLF) website.

  • Applications close on 28 July 2024.
  • Interviews are expected to take place on 12 August 2024.

Our Values

Our Values and Behaviours sit at the heart of our work and are central to how we recruit. How you demonstrate our Values is just as important to us as your skills and experience.

  • Inclusive of all aspects of heritage, people and communities
  • Ambitious for our people, communities and heritage
  • Collaborative by working and learning together
  • Trusted for our integrity, expertise and judgement

Flexible Working

The National Lottery Heritage Fund has offices all over the UK and we champion a flexible approach to working where this supports our business needs. We have formally adopted a hybrid working approach. This means that most employees will work from their contracted Heritage Fund office twice a week at minimum. Time spent on site visits to projects or other meetings based at another Heritage Fund or external office are counted as part of those two days. The other days in the week employees may work from home.

Disability Confident Employer

We guarantee to interview all disabled applicants who meet the minimum essential criteria for every vacancy. We always endeavour to make reasonable adjustments and special requirements can be discussed and arranged before an interview.

Apply now

For more information and to download the recruitment pack please visit NHLF's Website.

NHLF Website