Operations Officer

Do you want to work in heritage? We're looking for a highly motivated individual who is passionate about heritage to join our team.

About Historic Houses

Historic Houses represents around 1,500 historic houses, castles and gardens in independent ownership across the UK. These are listed buildings or designated gardens, usually Grade I or II or equivalent, and range from world-renowned historic houses such as Blenheim Palace and Highclere Castle to more intimate places such as Traquair in Scotland and Treowen in Wales. Many of our member properties open their doors to visitors for days out, special tours, school visits, weddings and events, or as film locations, with over 26 million visits to Historic Houses member properties each year.

Historic Houses was established in 1973 and helps its member properties celebrate the past, secure the future, and speak with one powerful voice through important lobbying, advisory, marketing, and technical work.

The Operations Officer is at the heart of the Historic Houses team and acts as the first point of contact at our London office. The role provides membership administrative and operational support to our full member categories through the management of member data, access to our advice services, as well as organising and running educational and social events. The post will also provide support in the establishment of a new archive relating to the foundation and ongoing work of the association.

Main Responsibilities:

Membership Administration:

• Act as primary contact for full members (house members, corporate members, associate house members, and Next Generation members) including acting as liaison between house members and our technical advisers.
• Working to GDPR guidelines to manage and maintain full member data including the processing of new applications and renewals, processing and recording payments, and ensuring all data is accurate and up to date.
• Developing and maintaining full member content on our website and in the annual Yearbook in coordination with our advisors and sponsors.
• Administration of the Next Generation group including the development of website content and development promotional and other materials to support recruitment activities.

Event Administration:

• Working with the events team to provide an annual programme of seminars, webinars, and workshops including budget holding and production of promotional and other materials .
• Updating the website to reflect Historic Houses programme of seminars, webinars, and workshops as well as uploading house member's events promoted through on online events pages.
• Working with the Chair of the Next Generation group in planning, organising, and running an annual programme of education and social events in partnership with our sponsors.
• Assisting in the co-ordination and administration of Historic Houses' National Annual General Meeting.

Archive Management:

• Be responsible for the management and maintenance of the association's new archive including its organisation, preservation, and storage.
• Develop, implement and manage archival policies and procedures.
• In time, coordinate and facilitate archive access request including the supervision and training of archive interns, students and volunteers.

Office Administration:

• Acting as the first point of contact at our head office by answering telephone and online enquiries, distributing post.
• Supporting the Director of Finance & Operations, Finance Officer, and Governance Officer in occasional financial administrative tasks, other general duties, and assistance in ad hoc projects across the Historic Houses office, as required.

Skills and experience:

Essential:

• Good interpersonal skills, with experience of managing external relationships and dealing with internal and external contacts at all levels.
• Able to demonstrate strong organisational, prioritisation and multi-tasking skills.
• Excellent written and oral communication skills, including a demonstrable ability to write clear, concise and accurate documents to suit a range of purposes and audiences.
• Ability to work as an integral member of a small and dedicated team, and to help out across the team as required.
• Motivated and passionate - open to change to improve standards and prepared when necessary to work longer hours if required.
• Strong all-round IT and digital skills including working with website CMS and CRM databases.

Preferred:

• Experience of working in a membership service environment, such as a charity, not-for-profit, association or professional body.
• Experience of working with archives or museum collections.
• Experience of copy editing and proof reading.
• A genuine interest in, and enthusiasm for, heritage and culture.

Timescale:

• Closing date: Sunday 12 May
• Interviews: Wednesday 22 May

Further Information:

For an informal discussion about the role, please contact Rufus Mitcheson, Director of Finance & Operations on .

To apply:

Please send your CV and a covering letter (outlining your suitability for the role with reference to the person specification above) via the button below no later than midnight on Sunday 12 May 2024.

Please include contact information for two referees and details of your notice period (if applicable).

We look forward to hearing from you.