United Grand Lodge of England seeks an Administrator

Administrator

United Grand Lodge of England (Freemasons’ Hall) seeks an Administrator. This role will be responsible for providing administrative support to two departments. 

Background

UGLE is the governing body of Freemasonry in England, Wales, the Channel Islands, the Isles of Man consisting of 48 Provinces roughly based on the old county boundaries and 32 Districts overseas. English Freemasonry is a membership organisation of 175,000 people meeting in more than 7,000 Lodges across the globe. Membership is open to any man over the age of 18 irrespective of their background, race or religion, with students also able to join one of 87 University Scheme Lodges. The largest Province in UGLE is Metropolitan in London with many Lodges meeting at Freemasons Hall in Covent Garden which also serves as the Headquarters for English Freemasonry worldwide. 

Freemasons’ Hall is a unique art deco building which can date its origins back to 1769 when Freemasons first started meeting at this site. The current building was completed in 1933 as a memorial to those who died in the Great War. It houses 22 meeting rooms including some unique spaces regularly used for major international events and as film locations. The Hall itself provides a magnificent meeting place for UK and international masonic lodges. It is open to both Freemasons and the general public who are provided with both self-guided audio tours as well as guided tours of the facilities.  The Museum of Freemasonry with one of the finest collections of masonic artefacts and archives in the world, is housed within the building. 

The United Grand Lodge of England is an equal opportunities employer. 

Job Summary

The successful person will be required to support and work across two departments (Grand Secretary and Human Resources) on a split week basis e.g. 3 days and 2 days respectively. 

Grand Secretary Duties

• Receive and interact with visitors.
• Work closely with the Secretariat team to book UK and overseas travel
• Typing of business emails and letters.
• Manage and distribute incoming post appropriately
• Manage the Flat diary including booking dining requirements and arranging refreshments for meetings.
• Complete expense process for Members, ensure approval has been given and process to Finance for payment
• Raise purchase orders and submit invoices as and when required for the department.
• Support the Board of General Purposes and Committee of General Purposes in getting the papers collated and sent out in a timely manner.
• Additional similar tasks will be delegated by the Assistant to Grand Secretary in order to support the organisation’s objectives. 

Human Resources Duties 

• Raise purchase orders.
• Typing of letters as directed.
• Assist with Joiner and Leaver admin.
• Responsible for scanning and filing departmental paperwork as directed.
• Maintain employee files – ensuring all incoming paperwork filed.
• Assist with the recruitment process, prepare interview notes and CV’s, meet, and greet visitors.
• Assist with and organise training as directed.
• Update and maintain the HR systems – Intelli HR & Edays
• Assist with the administration of Performance & Development Review Process.  
• Assist with annual admin tasks e.g. flu vaccinations, Christmas Gift card scheme etc.
• Assist Director of HR and HR team with any other tasks as and when required.

Skills and experience 

• Excellent written and verbal communication skills.
• Excellent organisation skills.
• Meticulous attention to detail and accuracy.
• Strict confidentiality to be maintained at all times.
• Team player.
• Ability to multitask and prioritise.
• Knowledge of Microsoft applications such as Windows, Word, Excel and Outlook and be otherwise IT literate to adapt to bespoke systems and databases (training provided).

Hours of work

Full time 35 hours per week split across two departments:

• Grand Secretary Office: Monday, Wednesday and Friday
• HR department: Tuesday and Thursday 

Salary and Benefits

Competitive salary (subject to experience) plus the following benefits package: 

• BUPA private medical cover
• Pension (3.5% employee & 9% employer contributions – increasing to 12%)
• Free Life Assurance
• Holiday (25 days increasing to 30 days)
• Interest free season ticket loan
• Gym membership (subsidised)
• Employee Assistance Programme
• Flexible working 

Application details

To apply please send your CV and covering letter to: Elizabeth Gay - Director of HR - United Grand Lodge of England via email to [email protected] 

CV’s received without a covering letter will not be considered.

Closing date for applications is close of business (5pm) on Wednesday 26 March 2025.