Holocaust Heritage and Learning Centre
Job Description and Person Specification: Administrative Officer
Introduction
The Holocaust Survivors’ Friendship Association (HSFA) is seeking to appoint an experienced
and suitably qualified Administrative Officer to support the work of our planned Holocaust
Heritage and Learning Centre for the north of England.
The HSFA is a Leeds-based charity set up in 1996. Our aim is to preserve the memory,
testimony and records of the Holocaust survivors based in Yorkshire for research, teaching
and learning. We use the lessons from our members' experience to work towards a more
tolerant society in which difference and diversity are celebrated. We also provide friendship
and support to Holocaust survivors. The organisation is run by a team of committed
volunteers and advisers, most of whom are Holocaust survivors, second and third
generation. Our organisation is open to all who share our mission.
The HSFA plans to create a world class Holocaust Heritage and Learning Centre located next
to the Heritage Quay archive service at the University of Huddersfield. The University has
designated space on campus for an exhibition and learning centre that will open to the
public in Spring 2018. The Centre will be open to the general public and to booked groups,
with a workshop programme for primary and secondary schools. HSFA also provides
survivor speakers to external organisations including schools and community organisations.
Job Description
Main purpose of the role
We wish to recruit an experienced, proactive Administrative Officer to work with our Centre
Director and Learning and Volunteering Manager to provide administrative support in
developing the Centre’s potential to appeal to a wide range of audiences from across the
north of England. The Administrative Officer will set up and manage the HHLC’s office
systems and support staff in maintaining an efficient and effective service to users. This is a
wide-ranging and varied role that will require considerable initiative and involves liaison at a
senior level within the University and with external partners.
Core responsibilities
Administration
• Office management including creating and maintaining administration systems,
organising stationery and post, and providing administrative support to the Centre
staff
Page 1 of 5
•
•
•
•
•
•
To set up and administer an effective system for school and group bookings to the
Holocaust Heritage and Learning Centre, including co-ordinating room bookings and
scheduling HSFA’s pool of freelance delivery staff.
To organise and administer events at the Centre, including lectures, conferences and
special events.
To plan and co-ordinate visits from funders, stakeholders and VIPs, liaising with
relevant departments across the University.
To provide administrative support for HSFA Board meetings, including collating and
circulating papers and preparing minutes.
To comply and assist with the development of policies and procedures including
safeguarding, health and safety, security, confidentiality and data protection,
reporting all concerns to the Centre Director.
To monitor stationery and resources, including learning resources, and order
replacements as necessary.
Communication
• To respond to external enquiries by post, email and phone, co-ordinating responses
following guidance provided by the Centre Director.
• To regularly updating the HSFA website and social media accounts (currently Twitter
and Facebook).
• To fulfil requests for speakers received by post, telephone, email and via the
internet, liaising with speakers and volunteers to ensure survivors are supported.
• To create and monitor the impact of regular email newsletters and postal mailshots.
Record keeping
• To maintain accurate financial records, liaising with the HSFA Finance Officer for
invoicing and record-keeping.
• To maintain Centre records for reporting and evaluation, including volunteer
timesheets, speaker visit records, school visit numbers, and attendance figures for
events.
• To maintain accurate contact databases for survivors, supporters, teachers,
volunteers and placements. This will include managing confidential information in
line with the Data Protection Act.
• To arrange DBS checks for staff and volunteers.
Monitoring
 To share responsibility for monitoring the upkeep and maintenance of the Holocaust
Heritage and Learning Centre exhibition, notifying the Centre director immediately
of any issues.
Other duties
• To participate in training and other learning activities as required.
• To carry out all duties having regard to an employee’s responsibility under the
HSFA’s Health and Safety Policy.
• To undertake any other duties consistent with the grade of the post that may be
required.
Page 2 of 5
Person Specification
Qualifications
Minimum of 5 GCSEs or equivalent, grades A* - C, including
English and Maths
Level 3 or equivalent in Business and Administration or similar
relevant qualification
Knowledge
Awareness of 20th century European history
Knowledge and understanding of the Holocaust
Interest in and awareness of current affairs
Knowledge of financial regulations
Skills and abilities
Excellent written and verbal communication skills with good
attention to spelling and grammar
Excellent organisation and co-ordination abilities
Financially numerate
Excellent ICT skills including good working knowledge of the
Microsoft Office suite, website copy editing and effective use of
social media
Accurate, with excellent attention to detail
Able to work under pressure and to deadlines
Experience
Minimum of three years’ administrative experience in an office
environment
Experience of organising and managing events
Experience of marketing and communications
Experience of online booking systems
Experience of managing confidential information
Experience of minute-taking and preparing papers and reports
Personal attributes
Calm and methodical approach to work
Self motivated and able to work on own initiative, but also able to
work as part of a team
Strong customer service focus
Ability to deal sensitively with the survivor community
Must share the values of the HSFA and have a demonstrable
commitment to equality and diversity.
Willing and able to work out of normal office hours, including
occasional evenings and weekends
Essential
Essential
Essential
Desirable
Desirable
Desirable
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Desirable
Desirable
Desirable
Essential
Essential
Essential
Essential
Essential
Essential
Page 3 of 5
Submitting an application
Application is by CV and covering letter. Please state your motivation for applying for this
role, outline relevant experience and demonstrate how you meet the person specification
for this role. Please provide contact details for two referees. Applications should be
submitted by email to [email protected] by 9am on Tuesday 30 May 2017. Please include
the words ‘HHLC Administrator’ in the subject line of your email.
Interviews will take place in Huddersfield on Wednesday 7 June. Shortlisted candidates will
be notified by 5pm on Friday 2 June. If you have not heard from us by that date you should
assume you have not been shortlisted.
Terms and conditions of service: Administrative Officer
Salary
The salary for this post is £11,500 (£23,000 per annum pro rata). There is an employer
pension contribution of 5% of salary.
Hours of work
The position will be 18.5 hours per week in the first instance (0.5 FTE) with the potential for
an increase in hours after a 12 month review, subject to funding.
Flexible working
The HSFA operates a flexi time system. Working patterns will be agreed with the successful
candidate.
Location
The role is located in the Holocaust Heritage and Learning Centre’s office on the
Huddersfield University campus.
Probationary period
Appointment is subject to successful completion of a six month probationary period.
Reporting
This post reports to the Centre Director.
Annual leave
The annual leave entitlement is 25 days per annum plus public holidays, pro rata.
Period of notice
The period of written notice required for you to terminate this post is 1 month. The HSFA
will give you 1 month’s notice increasing statutorily.
Pension
You will be enrolled into the HSFA’s pension scheme on the first day of employment. You
may opt out of the pension scheme by request.
Page 4 of 5
Disclosure
This role is subject to Disclosure requirements.
Page 5 of 5