Overview of role

London Transport Museum (LTM) is the world’s leading museum of urban transport. As an education and preservation charity, LTM uses the powerful link between transport and the growth of London, culture and society since 1800 to tell the story of London’s journey over the past 200 years.

The Museum’s purpose is to ignite curiosity to shape the future, and as Venue Hire Administrator, you will be responsible in supporting the Venue Hire team for smooth delivery of a range of events across multiple sites including the Museum at Covent Garden and the Depot at Acton.

The post holder will provide full and varied administrative support to the Venue Hire team. Events worked on will include conferences, meetings, product launches, networking receptions, seated dinners, Christmas parties, commercial filming. The role will provide excellent customer service to external and internal stakeholders and underpin Venue Hire’s income generation.

Key Accountabilities:

Provide core administrative support to the Venue Hire team through upkeep of tracking documents, maintenance of databases, maintenance of Customer Relationship Management (CRM) system, timely internal communications and accurate filing.

Provide internal meeting support to Museum teams by cross referencing room availability and liaising with relevant team members to book meetings.

Provide internal and external meeting support to the Venue Hire team including booking of weekly "Week Ahead Meeting" (WAM) with cross-Museum teams, preparation of function sheets for WAM, preparation of sales information for weekly sales meeting, minute taking, following up actions, preparation of site visit paperwork and ad hoc duties as required. 

Oversee Venue Hire team financial processes including raising purchase orders (PO’s), invoices, proformas and credit notes, registering new suppliers and vendors, taking and chasing payments and recording of financial information on CRM.

Oversee Venue Hire team contract administration including generating and collecting contracts from external clients, collection of risk assessments / insurance details, signing of event supplier contracts, signing of event agency contracts, filing.

Support excellent customer service through answering of client phone calls, logging of dead enquiries, logging of post event feedback surveys, logging of Events Duty Manager log, maintenance of client contacts on CRM, uploading of client documents to CRM and other ad-hoc duties.

Assist with the production of e-newsletters, marketing collateral, exhibition materials and other ad-hoc marketing materials. Assist with the processing of collected data after exhibitions, trade shows and networking events.

Actively maintain update records, conduct research into current and prospective clients, clean data. The post holder will also manage the electronic filing system, and photographic record, maintaining comprehensive and retrievable files and records for the team.

Key Interfaces:

Working closely with the Venue Sales and Events Executive and reporting to Head of Events

LTM departments – working with colleagues internally at the Museum including Visitor Services, Operations and Security staff.

Liaising with external service providers, event agents and caterers etc.

External clients including the Museum’s Corporate Members, Corporate Sponsors, Patrons, supporters and stakeholders.

Skills, Knowledge & Experience 

Skills

Excellent administrative, planning and organisational skills and attention to detail.

Good database management skills.

Good written and verbal communication skills and the ability to present themselves well in a range of situations. 

Good stakeholder management.

Ability to work under pressure, prioritise and manage time effectively to meet deadlines.

 A flexible approach. Able to adapt to a range of situations.

Knowledge

Be computer literate with a good working knowledge of MS Office products, able to learn new software and database packages (essential).      

Demonstrate a basic knowledge of, and interest in, the history of London and its transport (desirable)

Knowledge of event management process and event management (desirable).

Experience

Ideally you will have previous experience of working in the heritage, museum and/ or cultural sector (desirable).

Previous experience of providing administrative support role to a team.

Experience of working as part of a team, fostering a collaborative spirit.

Experience of delivering excellent customer care.

Equality and Diversity 

We are an equal opportunity employer and value diversity. We do not discriminate on the basis of race, religion, ethnicity, gender, sexual orientation, age or disability status.

On this recruitment campaign, as part of TfL’s continuing commitment to be an inclusive and equal opportunity employer we will be removing personal identifiable information from CVs and covering letters that could cause discrimination. 

Application Process

Please apply using your CV and a covering letter.  

Think carefully about the skills, knowledge and experience in the advert and cover this in your CV and cover letter.

The closing date for applications 7th January 2022 23:59 pm

Benefits:

In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow.  Rewards vary according to the business area but mostly include:

Final salary pension scheme 

Free travel for you on the TfL network 

A 75% discount on National Rail Season Ticket and interest free loan 

30 days annual leave plus public and bank holidays

Private healthcare discounted scheme (optional) 

Tax-efficient cycle-to-work programme

Retail, health, leisure and travel offers 

Discounted Eurostar travel