Salary: £24,636 - £26,640
Reporting to: People Advisor
Contract type: Permanent
We are seeking a dedicated and detail-oriented People Administrator to join our growing team and support V&A Dundee's People team and the Museum Director's PA. The People Administrator will provide administrative support to the People team, ensuring smooth and efficient operations. This role involves a variety of tasks related to employee record keeping, recruitment and HR policy implementation.
The role will also provide support to the Museum Director's PA with tasks such as planning meeting schedules, arranging and preparation for meetings, keeping records and contacts up to date, liaising with guests, minute taking/issuing and diary management as support and cover for the Personal Executive Assistant and Office Manager as and when required. The role will be split 80% HR and Director's PA 20% except during leave cover.
This is a hands-on, varied role for someone who enjoys accuracy, good systems and being someone that others rely on to get things right. Reporting to the People Advisor, this role suits someone who is highly organised, people centered, and comfortable handling sensitive information.
Duties and Responsibilities:
Human Resources
Assist with the implementation of HR policies, procedures and guidelines ensuring they are understood and observed throughout the organisation.
Facilitate recruitment activities, ensuring legal compliance, consistency and fairness. This includes ensuring immigration and PVG/Disclosure checks are carried out where necessary.
Assist with on-boarding and off boarding processes for staff, volunteers and freelancers.
Provide information to staff and managers on terms and conditions of service e.g. annual leave entitlement, notice period, etc.
Oversee employee file maintenance and record keeping in line with GDPR.
Administer benefits and recognition schemes.
Support with the implementation of learning and organisational development.
Creating, evaluating, and submitting HR reports to support business insights.
Draft organisation wide communications in regard to HR updates.
Assist with and contribute to projects as specified by the Finance Resource and Planning Team.
Assist the People Advisor with the drafting of contracts, contract variations and the updating of the HR system. Prepare correspondence as necessary.
Liaise with external payroll provider on a regular basis to ensure the correct information is transferred with relation to the monthly payroll.
Monitoring the Recruitment and HR mailboxes and responding as appropriate.
Supporting the People Advisor and Head of People where appropriate.
Personal Assistant
Support the workload of the Director's PEA by assessing the importance and urgency of requests and responding to all in a timely manner.
Assist with aspects of a busy and constantly changing Director's schedule, including organising internal and external meetings, arranging locations, coordinating invitations, setting up conferencing facilities, equipment and refreshments.
Assist with governance cycles by preparing and circulating papers, taking minutes and collating actions when required.
Support the Director in liaising and cultivating relationships with donors, lenders, designers, artists and wider supporters, working closely with colleagues across museum departments to this end.
Manage sending of invitations, maintaining data and recording responses for museum events
Supporting the management of office spaces, including planning, improving and delivering effective office functionality.
Keeping track of office supplies and requirements. Liaise with suppliers and facilities management to ensure office is well maintained and presented.
Support in making travel arrangements and developing itineraries for Director, Executive Team and Board when required.
Provide cover for the PEA and Office Manager or additional assistance during busy periods.
Deadline for applications: no later than 23.59, 23 February 2026.
This is a full-time position, working 37.5 hours per week working in a hybrid flexible environment with a mixture of home working and working from our museum in Dundee. We offer a generous package including 38 days holiday, pension scheme, company sick pay, entry to V&A Dundee paid exhibitions and many more discounts and benefits.