Administrator (6m FTC Maternity Cover)
United Grand Lodge seeks an Administrator. This role will be responsible for providing administrative support across 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 (Building Services (3 days per week) and Human Resources (2 days per week)
Building Services
- To assist the Director of Building Services, and both the Maintenance Manager and Facilities Manager with department administration duties such as purchase orders, invoices, sickness records, to attend department and external contractor meetings
- To maintain records for the Department which include details of contractors and contract document, certificate of completion, advisors' letters of appointment, certificates relating to building regulations/health & safety and planning consent
- To attend, administer and minute Health & Safety Meetings
- To co-ordinate administration across departments which may include handling invoices, purchase orders, meetings, internal departmental matters
- To act in such a way as to ensure the health, safety and welfare of oneself as well as others
- Maintain UGLE buildings records such as servicing and maintenance records, asbestos records, planned preventative maintenance schedules and records so they are up to date and easily accessible for all parties who require them
- Help to administer the FMH Service Desk including the planned preventative maintenance activities and asset register
- Assist the Director of Building Services with the annual insurance renewal activities
- Plus, any other duties as required
Human Resources
- 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 the Director of HR and wider HR team with any other tasks as and when required.
Skills and experience
The following are essential:
- Excellent written and verbal communication skills.
- Excellent organisation skills.
- Meticulous attention to detail and accuracy.
- Strict confidentiality (HR department) 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).
Salary and Benefits
Competitive subject to experience
Plus the following benefits package:
- BUPA private medical cover
- Pension (3.5% employee & 9% employer contributions – increasing to 12%)
- Life Assurance
- Holiday (25 days increasing to 30 days)
- Interest free season ticket loan
- Gym membership (subsidised)
- Employee Assistance Programme
- Flexible working
Hours
Full time - 35 hours per week split across two departments
The successful applicant will work 35 hours per week (flexibility on working pattern).
This is an initial 6-month fixed term contract to cover maternity leave.
Application details
To apply please send your CV and covering letter to:
Rosey Hogan – HR Assistant - 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 5pm on Monday 21 April 2025.