About Company
The Highgate Literary & Scientific Institution (HLSI) is a cherished independent charity, a cultural and educational hub nestled in the heart of Highgate Village, London. Established in 1839, the HLSI has been a vibrant centre for learning, debate, and community engagement for over 180 years. We house a remarkable library, offer a diverse programme of lectures, courses, and events, and provide a welcoming space for our members and the wider public. Our mission is to promote education, culture, and social interaction through a rich array of activities that foster intellectual curiosity and community spirit. We pride ourselves on maintaining a warm, inclusive, and stimulating environment, supported by a dedicated team and passionate volunteers. Joining the HLSI means becoming part of a historical institution that continually evolves to meet the needs of its community, contributing to its enduring legacy and future growth. We are committed to intellectual freedom, community engagement, and providing a unique cultural resource in North London.
Job Description
We are seeking a highly organised, proactive, and friendly Office Administrator to join our small, dedicated team in Highgate. This full-time, desk-based role is crucial to the smooth and efficient operation of The Highgate Literary & Scientific Institution, acting as the backbone of our administrative functions and ensuring the effective running of our daily operations. The successful candidate will be the first point of contact for many of our cherished members, visitors, and external partners, playing a vital role in maintaining our renowned welcoming and professional atmosphere. You will manage a diverse range of administrative tasks, from handling incoming enquiries via phone and email, managing correspondence, and maintaining accurate digital and physical records, to supporting our vibrant event coordination and membership management processes. This position requires someone with excellent interpersonal skills, meticulous attention to detail, and the ability to multitask effectively while prioritising tasks in a dynamic, busy environment. You will work closely with the Director, our esteemed Board of Trustees, and our invaluable network of volunteers, providing essential support to ensure our diverse programmes, lectures, courses, and library services run seamlessly and that our members and guests enjoy the highest standard of service. Furthermore, you will assist with basic financial administration, inventory management of office supplies, and contribute to the overall tidiness and organisation of our beautiful premises. If you are a self-starter who thrives in a supportive, culturally rich setting, possess a strong work ethic, and enjoy contributing directly to a meaningful cause, we strongly encourage you to apply. This is an exceptional opportunity to embed yourself within a beloved community institution with a long-standing history, where your administrative contributions will directly impact our ability to educate, entertain, and inspire generations. You will be instrumental in upholding the high standards of organisation and professionalism that our institution is known for, ensuring that our historical mission continues to flourish and adapt in the modern age, fostering intellectual curiosity and community spirit for years to come. Your role will be pivotal in supporting the continuity and growth of the HLSI, making a tangible difference every day.
Key Responsibilities
- Manage general office administration, including incoming calls, emails, and postal correspondence.
- Act as the primary point of contact for members, visitors, and enquiries, providing excellent customer service.
- Maintain and update membership records, ensuring accuracy and confidentiality.
- Provide administrative support for the planning and execution of lectures, courses, and events.
- Assist with basic financial tasks, such as processing invoices, managing petty cash, and reconciling expenses.
- Oversee office supplies inventory, placing orders as needed, and ensuring the office is well-stocked.
- Organise and maintain both physical and digital filing systems efficiently.
- Support the Director and Trustees with administrative tasks as required.
- Ensure the office environment is tidy, organised, and welcoming at all times.
- Prepare reports, presentations, and other documents as necessary.
Required Skills
- Proven experience as an Office Administrator, Secretary, or similar administrative role.
- Exceptional organisational and time management skills with the ability to prioritise effectively.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Excellent written and verbal communication skills.
- Strong interpersonal skills with a friendly and professional demeanor.
- High level of attention to detail and accuracy.
- Ability to work independently and as part of a small team.
- Discretion and experience handling confidential information.
Preferred Qualifications
- Previous experience working within a charity, cultural institution, or educational setting.
- Familiarity with CRM systems or membership databases.
- Knowledge of basic accounting software or principles.
- A passion for arts, culture, literature, or education.
Perks & Benefits
- Opportunity to work in a historic and culturally rich environment.
- Be part of a dedicated and supportive small team.
- Contribution to a cherished community institution.
- Generous annual leave allowance.
- Pension scheme.
- Access to HLSI's library and events programme.
- A fulfilling role where your work directly impacts the community.
How to Apply
To apply for this rewarding opportunity, please click on the application link below to visit our careers page. Submit your CV along with a compelling cover letter outlining your suitability for the role and why you are passionate about joining The Highgate Literary & Scientific Institution.