Opportunities

Our Fair Work First Statement

 Senior Museum Coordinator

Fixed Term Contract 24 months £32,000

Summary:      

Provides senior administrative and operational support to ensure the smooth, efficient running of the West Highland Museum. A broad, varied and interesting role, combining administration with responsibility for two staff and volunteer coordination, facilities, health and safety, communications and day-to-day operations.

Location:         West Highland Museum

Salary:            £32,000 per annum 

Hours:              37.5 hours per week

Contract:         24 months

Job Description:

Administration and Governance 

• Coordinates the Museum’s secretariat function and provides senior administrative support to the curatorial staff and operations & management team. 

• Assists with the preparation of the Museum’s Annual Report and other management documentation. 

• Organises and supports the delivery of the Museum’s Annual General Meeting. 

• Prepares agendas, collates papers, maintains minutes and action logs for Board and committee meetings. 

• Maintains and monitors the Museum’s policy review schedule and coordinates policy updates. 

• Coordinates meeting room bookings and general administrative requirements. 

• Administers and manages sub-tenancy arrangements as required. 

Staff and Volunteer Management 

• Recruits, trains and manages two part-time operations staff. 

• Recruits, trains and coordinates Museum volunteers. 

• Organises staff meetings and briefings as required. 

• Supports and undertakes staff performance reviews and appraisals. 

• Creates, maintains and reviews operational procedures to support business continuity, consistency and staff training. 

Health, Safety and Security 

• Supports the Museum management with health and safety compliance and the implementation of relevant legislation and standards. 

• Undertakes risk assessments as required, with guidance from the Museum management. 

• Organises bi-annual fire drills and coordinates emergency lighting, fire alarm and other required safety testing. 

• Supports the security of the Museum, its buildings and collections and undertakes keyholder duties. 

Facilities, Buildings and Property 

• Supports the day-to-day management of Museum facilities, arranging repairs and responding to operational issues including building, equipment and technology breakdowns. 

• Organises and monitors the maintenance for Museum building (Barn and Monzie Square), facilities and equipment. 

• Acts as a point of contact for contractors and service providers relating to Museum facilities and maintenance. 

• Manages tenancy arrangements for No. 40 High Street. 

• Ensures Museum facilities and visitor areas are clean, safe, tidy and welcoming. 

Communications and Visitor Services 

• Acts as a first point of contact for general Museum enquiries and monitors and responds to the Museum’s main email account. Answers telephone and general visitor enquiries as required. 

• Responds to customer complaints and feedback, escalating issues to Museum Director where appropriate. 

• Maintains and updates the Museum website and other digital communications. 

• Covers reception and other operational duties. 

Grants and External Relationships 

• Coordinates funder acknowledgements, reports and updates as required. 

• Develops and maintains effective working relationships with contractors, suppliers, funders and other external organisations. 

Capital Redevelopment 

• Provides administrative and operational support to the Museum’s capital redevelopment programme. 

• When requested, assists the Project Manager with the coordination of meetings, documentation, communications and actions relating to redevelopment projects. 

• Supports the development and implementation of operational procedures required as part of the Museum’s redevelopment. 

General Responsibilities 

• Provides appropriate cover for colleagues during sickness and annual leave. 

• • Undertakes other appropriate administrative and operational tasks as directed by the Museum management. 

Requirements

The postholder will be expected to work with a high degree of independence, take ownership of operational responsibilities and use initiative to identify and resolve issues. 

The successful candidate will be confident making day-to-day operational decisions within their area of responsibility, while recognising when matters require discussion or escalation to the Museum management. They will be organised, practical, flexible and approachable, with the ability to manage competing priorities and work effectively with staff, volunteers, trustees, contractors, visitors and external organisations. 

Essential: 

Organisation and Administration 

• Strong organisational and time management skills.  

• Ability to manage a varied workload and prioritise competing demands.  

• Excellent attention to detail and ability to work accurately.  

• Ability to maintain accurate administrative records, minutes, action logs and documentation.  

• Ability to handle confidential and sensitive information appropriately.  

• Experience creating and maintaining operational procedures and policies 

Staff and Volunteer Management 

• Experience of managing or coordinating staff, volunteers or other teams.  

• Ability to recruit, train, support and manage staff and volunteers.  

• Ability to collaborate effectively with colleagues, volunteers, trustees and management.  

Communication and Relationships 

• Excellent written and verbal communication skills.  

• Confidence in dealing with members of the public, contractors, suppliers and external organisations.  

• Ability to build and maintain effective working relationships with colleagues, volunteers and external partners.  

Health, Safety and Compliance 

• Ability to support health and safety procedures, risk assessments and operational compliance.  

• Ability to recognise when issues require guidance or escalation to the Museum Management team. 

Operations and Facilities 

• Practical and solution-focused approach to facilities and day-to-day operational issues.  

• Ability to coordinate maintenance, contractors and service providers effectively.  

• Flexible approach to work duties to support the smooth and efficient running of the Museum.  

• Ability to work independently, take ownership of responsibilities and use initiative.  

IT, Digital and Communications 

• Good IT and digital skills, including confidence using email and Microsoft Office.  

• Ability to maintain and update website and social media content 

Desirable: 

• Experience working in a museum, heritage, cultural or visitor attraction environment. 

• Experience supporting a Board, trustees or committee structure preparing agendas, minutes, action logs and management reports. 

• Experience of facilities, property or building management and knowledge of health and safety procedures and risk assessment. 

• Experience supporting capital projects or building redevelopment. 
• Confidence using website, social media and other digital communication platforms. 
  

TO APPLY:

Applications via CV and covering letter to HR@WestHighlandMuseum.org.uk

Closing date – 26/10/26 – 12 pm