Overview
The Administrative Manager is responsible for the administration and financial management of the museum, and for supporting the general day to day operations and facilities management. The role requires close liaison with the Volunteers and Events Manager, Collections Manager and the volunteer teams responsible for front of house delivery, marketing and site maintenance. The role leads on Data Protection and Fire Regulation and is key to ensuring that the work of the Volunteers and Events Manager is fully supported.
Responsibilities
* Deliver cash management for front of house tills including completing banking spreadsheets covering income, cheques, donations and ensure banking is completed.
* Undertake procurement as required.
* Check all incoming bills and invoices for correctness, reconcile in Xero, log on the invoice tracker spreadsheet against the specified budget holder, and note when paid.
* Raise outgoing invoices and check payments are made.
* Check Xero transactions and reconcile, and administer petty cash on Xero, ensuring all cash held on premises matches the Xero balance.
* Manage requests from organisations for prize vouchers and donations, keeping an audit trail of all donations.
* Budget responsibility for stationery and postage and monitoring of other budgets as requested by Trustees.
* Produce budget reports for Trustees as required.
* Administration: undertake general administration including filing, photocopying, typing, stocktaking, placing orders, dealing with incoming post and communications.
* Administer arrangements for outside events ensuring required paperwork is completed.
* Manage the museum diary to ensure there are no clashes.
* Support ticketing and retail delivery through the VenPos system, ensuring visits and visitor categories are correct and tracking bookings to ensure volunteer staff cover.
* Undertake administration to promote the museum at external events, including booking and procurement.
* Take minutes and undertake administration for the AGM.
* Administer arrangements for group visits, school visits, evening events, talks, boat trips and charter trips.
* Prepare timetable for group/school visits, liaising with all parties, photocopy education packs and trail sheets.
* Provide information to the Friends Coordinator as required.
* Deliver a monthly report to the Trustees, outlining key activities, challenges and achievements.
Volunteers
* Support the Volunteers and Events Manager to monitor 'Find my shift' ensuring there is sufficient volunteer resource to deliver museum operations.
* Maintain volunteer files, including training records, volunteer agreements, and Boats Paperwork, and keep the Volunteer Handbook up to date; organise end of season volunteer event.
Marketing
* Support the Volunteer Marketing Team to promote the museum to the general public.
* Post content and updates on the website and social media.
* Coordinate the production and distribution of a monthly 'advertorial' to local publications.
* Liaise with the graphic designer to produce adverts and place adverts in magazines and other publications.
* Generate and send prize vouchers as requested.
* Distribute the Volunteers Bulletin via Mailchimp, the Friends Bulletin and invitations to events via email and paper copies, and invitations to photography groups to Kingfisher cruises.
Compliance
* Liaising with Trustees to ensure the museum is GDPR compliant.
* Ensure the museum has up to date Fire Safety and Health and Safety policies and risk assessments in place and that these are accessible to all Trustees and volunteers via SharePoint and paper files.
* Organise PAT testing and the annual checking of fire extinguishers, and maintain the H&S Log.
Shared Duties
* Act as Duty Manager on a rota basis with other members of the Operations Staff Team and volunteers team leaders.
* Ensure the safe opening and operation of the museum.
* Ensure consistency of approach across all museum activities to maximise the visitor experience.
* Undertake additional duties during staff and volunteer absences as needed.
Essential
* Experience of working in an administration role.
* Financial administration experience.
* Experience of working in a customer facing environment.
* Demonstrable computer literacy including Windows-based applications (Word, Excel, PowerPoint, SharePoint, Outlook).
* Excellent organisational skills with strong attention to detail.
* Excellent numeracy.
* Familiarity with websites and social media platforms.
* Knowledge of fire and health and safety regulations in relation to work environments.
* Knowledge of GDPR - data protection legislation.
* Strong written and verbal communication skills.
* Ability to problem-solve, work independently, prioritise tasks and manage time effectively and meet deadlines.
* Diplomacy and the ability to handle difficult situations.
* Ability to work well with a diverse team.
* An interest in and commitment to working with volunteers.
* Understanding of the principles of equality and diversity, and experience of applying and promoting these in practice at work.
Desirable
* Experience of working in a museum, cultural venue or tourist attraction.
* Experience of facilities management.
* Experience of working with ticketing and retail systems.
* Experience of working or volunteering for a not-for-profit organisation or working with volunteers.
* Familiarity with ethics guidelines pertinent to working with volunteers and the public.
* An interest in the unique history of the Broads.
* First Aid qualification.
The Museum of the Broads exists to deliver our vision of 'Bringing the stories of the Broads alive.'
We open from Easter to the end of October each year, with around 7,000 visitors taking the opportunity to visit our historic location, explore our collection and take a trip on one of our boats. During the closed period our staff and volunteers work to prepare the boats and museum for the next season. Our museum is volunteer led. Without our 60+ volunteers we could not operate the museum. The museum is a registered charity and governed by a Board of Trustees who are supported by an Operations Staff Team comprising three paid members of staff: the Administrative Manager; the Volunteers and Events Manager; and the Collections Manager. The members of the Operations Staff Team share a number of operational duties ensuring the safe opening of the museum to visitors, to include acting as Duty Manager on a rota basis, occasional out of hours working to cover activities and events; taking on additional duties during staff absences; and together ensuring a consistency of approach across all museum activities.
Main duties: External link
Organisation: The Museum of the Broads | Reference No.MOTBADMIN | Location: Poor's Staithe, Stalham, Norwich NR12 9DA
Salary: £14,060 20 hours per week. (£26,364 pro rata) | Benefits: Annual leave is 112 hours per annum. This appointment is offered on a part-time permanent contract, subject to a six-month probationary period. Normal working hours for this post are 20 hours per week to be worked over 3 or 4 days per week. The successful applicant will be required to undertake occasional out of hours including bank holidays and weekends. Interviews will be held during the week beginning 17th November 2025. Main duties
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