• Reporting To: Executive Officer
  • Contract: Fixed term until September 2019 (with potential for renewal)
  • Hours: Full time, with occasional out-of-hours requirement
  • Closing Date: 31 May 2019

Purpose of the Role & Key Duties

As a fully integrated member of the Japan House London Team, the post holder is responsible for the organization and co-ordination of all Office administrative operations, procedures and resources to ensure the effectiveness and efficiency of Japan House.

This is a varied and challenging role providing administrative support across a wide range of tasks and responsibilities. These include office management, administration, financial, compliance, procurement, external affairs and duties of a secretarial and confidential nature.

The post holder will also support the Japan House Executive Team (Directors) so that it can function effectively.

Key duties include:

Office Administration, Systems & Procedures

  • Organise, monitor and audit Japan House’s record keeping systems, databases, files and procedures
  • Ensure record keeping systems are maintained and current
  • Manage the security, integrity and confidentiality of data
  • Use a range of office software, including email, spreadsheets and databases
  • Manage health and safety as well as fire regulations within the office
  • Assume responsibility for maintenance of office equipment, including computers, copy machines and fax machines

Support to Japan House Executive Team (Directors)

  • Provide administrative support to the Directors, as needed
  • Organise, co-ordinate and schedule meetings, appointments and bookings
  • Arrange travel and accommodation for Directors
  • Support directors with diary management
  • Attend meetings with Directors and take minutes
  • Prepare letters, messages, presentations and reports
  • Provide a welcoming environment for visitors to the Office

General Administration

  • Organize the Office, maintain supplies of stationery, furniture and equipment
  • Book meeting rooms
  • Manage Office subscriptions to magazines and online resources
  • Review and approve office supply acquisitions
  • Book meeting rooms and set up AV equipment for meetings
  • Monitor generic inboxes and disseminate/update information as required.

Financial 

  • Process expenses and invoices
  • Estimate, record and monitor Office supply budget 
  • Place orders, check deliveries and invoices, as appropriate
  • Procure goods and services

Human Resources-Related

  • Main liaison with HR representative for advertising roles, arranging interviews, on-boarding of new starters and other ad hoc tasks. 
  • Maintain a safe and secure working environment, reviewing and updating health and safety policies and ensuring they are observed
  • Maintain personnel records, keeping them secure (as required)
  • Keep detailed records of sickness, absence and annual leave for all departments.

External-facing

  • Answering incoming calls and scheduling appointments
  • Follow up on phone calls and contacts as appropriate
  • Answer general emails and postal correspondence with the public, stakeholders and contractors as well as feedback received through several channels.

Other

  • Act as a team player and central connector within the small, yet dynamic cultural institution environment. 
  • Such other reasonable duties, as may be required from time to time

Professional Qualifications, Knowledge & Experience

Qualifications

  • A bachelor’s degree from an accredited college or university is preferred
  • Other relevant training, licences and certification are advantageous, such as DBS, First Aid, Fire Marshal.

Knowledge

  • High level of proficiency in full MS Office suite
  • Use of other software systems beneficial
  • Health & Safety and security procedures
  • Visitor services and delivering exceptional visitor experience
  • Financial awareness, including budget management and procurement
  • Business administration/business management
  • Computing and information technology
  • Public administration.

Experience

  • Outstanding organisational skills, with a flexible, can-do approach to working
  • Experience of working within a Human Resource environment an advantage
  • 2-3 years of experience in office management or office administration.
  • Professional administrative support including diary management, filing and the preparation of papers and agendas.
  • Exposure to relevant sector preferred (Museum, Gallery, Arts, NFP, Visitor Attraction, Heritage Destination)
  • Previous experience in a project / pre-opening environment desirable

Capabilities

  • Excellent written and spoken English, proficient to high business language standard is essential
  • Fluency in the Japanese language is essential
  • Ability to work independently as well as collaboratively
  • A participative team player with an inclusive approach towards all colleagues
  • Excellent interpersonal and communication skills
  • Strong organizational, planning and problem-solving skills
  • Ability to multi-task and prioritize work, whilst paying attention to detail
  • Able to influence people whilst maintaining tact and cultural sensitivity
  • Excellent time management skills
  • A creative mind with an ability to suggest improvements
  • Familiarity with legislation in the areas of employment, equality and diversity and data protection advantageous.

 

To apply for this role please email us your CV and quote the job title 'Administrative Assistant' in the subject line.