Salary: £24,636 - £26,640

Contract type: Permanent

Reporting to: People Advisor

Department: Finance, Resources and Planning

Who are we?

We are Scotland’s design museum. Designed for everyone, firing imaginations and sparking curiosity in design across Scotland and around the world. At V&A Dundee we are on a mission to inspire and empower through design.

Design shapes our world, it's part of everyday life and it's everywhere. We are a museum with energy and have a vision of the future where everyone is inspired through design and recognizes its far-reaching impact in our lives.

We are a welcoming place for people of Dundee to explore design and to use as an everyday part of their city, as well as inviting visitors from around the world. We are part of the V&A family of museums that celebrate creativity in all its forms from across centuries, for everyone.

Role profile

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. 

Finance Resources and Planning

This is a visual representation of roles and reporting lines and doesn't reflect employee grades.

Person specification

Essential

• Administrative experience working within an HR environment 

• A working knowledge of HR processes 

• Excellent written and verbal communication skills 

• Able to demonstrate professionalism and a strong customer service approach 

• Confidential and discrete, with the ability to handle sensitive and personal information appropriately 
 

• Highly organised and motivated with an ability to work both on own initiative and as a team player contributing expertise 

• Excellent prioritisation and time management skills coupled with an ability to work under pressure and to tight deadlines 

• Experience in the use of Microsoft Office (Work, Excel, PowerPoint) and an understanding of databases and their usage 

• Excellent attention to detail and accurate 

• Flexibility in dealing with multiple and varying duties and performing well under pressure 

• Positive, team-oriented attitude  

• A genuine interest – and desire to work in – a cultural organisation 

Desirable

• Ideally CIPD qualified or working towards qualification 

• Good Knowledge of Employment Law 

• Experience using HR Software