Job Description

Job Title Membership and Events Co-ordinator

Department Development
Grade D
Salary £21,321 (rising to £21,961 p.a. on implementation of pay
award)
Hours 35 hours per week, Monday to Friday, Occasional planned
evening and weekend working is inevitable, with Time Off
In Lieu (TOIL) to be taken at a time convenient to the
postholder’s Line Manager
Location Museum of London, London Wall, and occasionally at
Museum of London Docklands. There may be occasional
travel inside or outside the UK.
Duration Permanent
Responsible to Harcourt Group Manager
Responsible for N/a
• To ensure that Development membership and
Overall job purpose events are co-ordinated to the highest degree of
professionalism and data management, in two
related areas:
• (i) the Harcourt Group - the Museum’s group of
influential patrons
• (ii) current and future events in the Development
Department that support capital fundraising,
sponsorship, corporate membership and other
programmes
• Specifically, the postholder will (i) provide backup
to the Harcourt Group Manager to ensure that she
can concentrate her time on engaging with current
and prospective Harcourt Group members; and will
(ii) support the Head of Development in delivering
cultivation or fundraising events so that he is able
to concentrate on the desired strategic and tactical
outcomes

Key result areas a. Harcourt Group Tours and Events Administration :

• assisting in arranging tours, receptions, dinners,
children’s parties, Museum visits and out-of-
Museum trips, and handling the administration for
bookings, including downloading to the Raiser’s
Edge database
• Handling all operational communications agreed
by the Harcourt Group Manager, liaising with
Hospitality where required
• co-ordinating any meetings in the Museum with
curators and other staff
• collecting all necessary information for risk
assessments
 • liaising with Development’s Information Manager
to produce all necessary research profiles
• setting up spreadsheets and monitoring the budget
for each tour
• entering all feedback and follow up on the Raiser's
Edge database
• organising any briefing or debriefing meetings
• implementing all post-tour follow up actions
• if needed, accompanying the Harcourt Group
Manager on reconnaissance tours to evaluate tour
options
• any other activity that the Harcourt Group Manager
designates as necessary for the successful
operation of each tour

b. Harcourt Group Membership administration:

• creating and maintaining a full record of all current
and former Harcourt Group members on the
Raiser’s Edge database
• assisting the Harcourt Group Manager in the
delivery of regular reports to the Head of
Development on the operation of the Harcourt
Group, in liaison with the Development Information
Manager
• monitoring the specific level of benefit offered for
each level of membership (Patron, Benefactor and
Fellow) with accurate records of entitlement,
delivery, membership fees and donations
• organising adequate supplies of print material for
recruiting new members to be in place, and
assisting with reprints and redesign when
appropriate
• creating and maintaining all other data required for
the efficient administration of the Harcourt Group

c . Harcourt Lecture and Museum Annual

Dinner administration
• assisting the Harcourt Group Manager in the
planning and delivery each year of the Harcourt
Lecture and Museum Annual Dinner
• overseeing all invitations and responses as part of
Raiser’s Edge data management
• setting up spreadsheets and monitoring the budget
for this event
• assisting the Harcourt Group Manager in the
effective positioning of each guest at dinner
• organising briefings and debriefings and seeking
and recording feedback implementing all post-
event feedback and follow-up

d. Supporting the Head of Development and other

 senior Development staff in organising other donor
cultivation and fundraising events:

• as indicated above, in terms of event planning,

guest management, catering and supplier liaison,
Museum staff co-ordination, risk assessments,
briefings and debriefings
• the frequency and size of the tasks involved to be
determined by the Head of Development in close
liaison with the Harcourt Group Manager

Special Circumstances
This post will entail contact with the children of Harcourt
Group members. All posts within the Museum are
required, as a minimum, to undergo a National Police
Computer system security check. A criminal record may
not necessarily be a bar to employment, as any decision
will be treated on its merits and individual circumstances
subject to the Museum’s overriding obligations to protect
the children and vulnerable adults in its charge, members
of the public, the safety of the Museum’s staff and the
Collection.

NB This job description reflects the requirements of the Museum as at April 2010.
The role and duties of the post are subject to change in line with the future
development of the Museum. The Board reserves the rights to make such changes
as are necessary and any changes required will be discussed with the post-holder as
appropriate.

Essential
Qualifications
Educated to A level or equivalent
Experience &
Knowledge
Experience of organising and co-ordinating
events for charitable organisations or
commercial clients
Demonstrable experience of delivering
excellent service to event recipients or
membership organisations
Experience of building and maintaining
relationships with supporters or members by
phone / email / face to face
Experience of administering event bookings,
budgets and of organising their operational
delivery
Proficient user of Outlook, Microsoft Office
(Word; Excel; PowerPoint), and events or
sales databases
Skills/Abilities/
Competencies
A confident communicator with excellent
written and verbal communication skills.
Person Specification
Assess. Assess.
Desirable
Method Method
Degree educated or relevant diploma in
AF AF
Events, Hospitality and/or Marketing.
AF/I Experience of organising internal as well as
charity events within a Museum, arts or
AF/I
heritage venue or education environment
Experience of having helped deliver events
and/or administered membership/alumni
AF/I AF/I
organisations within a museum, arts or
heritage or education environment
Experience of having helped deliver an
effective programme of events and
AF/I AF/I
membership development in a museum,
arts or heritage or education environment
Experience of the specific operational and
organisational challenges for events and
AF/I/T AF/I/T
membership delivery in a museum, arts or
heritage, or education environment
Experience of using Raiser’s Edge or an
events management database, preferably
AF/I/T within a museum, arts or heritage or AF/I/T
education environment
AF/I A track record of having created persuasive AF/I/T
print messages or of having been involved
in successful events/membership activities

An ability to create administrative order out of
diverse pieces of data and information, and to
report back on them in a systematic way
The ability to establish rapport, trust and
credibility with managers and staff internally
and suppliers and contractors externally
Empathy and enthusiasm for the aims and
objectives of Museum of London.
An understanding of diversity and how it
relates to the role.
Excellent supporter/member service skills and
high standards of personal presentation
involving personal contact
A track record of good reporting of
membership and events data, preferably in
AF/I/T AF/I/T
a museum, arts or heritage, or education
environment
A track record of successful engagement
internally and externally around specific
AF/I membership activities or events, preferably AF/I
in a museum, arts or heritage or education
environment
A knowledge of the needs and issues
I appertaining to the museum sector in this I
area, or the Museum of London in particular
A track record of having helped address
widening diversity or the resolution of
challenges around diversity within a
AF/I/T AF/I/T
membership and events operation,
especially in a museum, arts or heritage or
education environment
A track record of successful personal
delivery in membership or events in a
AF/I AF/I/T
museum, arts or heritage or education
environment
Assessment Method Code:
AF – Application Form,
I – Interview
T - Test