Heritage Crafts Association

Administrator – Application Pack

Contents

How to applyPage 1

Main conditions of employment2

Job description3

Person specification4

About the Heritage Crafts Association5

Equal opportunities policy6

Application Form7

Equal opportunities monitoring form10

How to apply

Thank you for your interest in the position of Heritage Crafts Association (HCA) Administrator.

Please read the information in this pack before making your application. We have provided this packonlineso that it is as accessible as possible. However, if you need this information in a different format, please or phone 01904 541411.

Please return your completed application form by 5pm on Monday January12th 2015Shortlisting will be based on the application form alone – CVs will not be accepted.

We prefer applications to be emailed r applications should be addressed to Heritage Crafts Association, 36 Albermarle Road, York, YO23 1ER.

If you have any queries about the post or the application process please email or phone Robin Wood, HCA Chair, on 01433 670321. You may also find it useful to visit the HCA website at

Interviews will be held in London on Saturday 24th January 2015.

Main conditions of employment

Hours:18.75 hours per week. While hours can be flexible to take account of personal circumstances, they should fall with standard working day of 9am to 5pm, Monday to Friday, unless otherwise authorised. There will be occasional compulsory evening or weekend work for which time off in lieu will be given.

Location:Home-based, with occasional travel to London and other locations as required.

Salary:£8,000 (£16,000 pro rata).

Contract:This is a permanent contract,though its continuation relies on continued funding as yet unsecured beyond one year. There will be a three-month probationary period.

Reporting:As the sole HCA employee, the Administrator will be line-managed by the Chair of the HCA. Line management may switch to a HCA Director if funding for this new post can be secured.

Notice:If you decide to terminate your employment with the HCA you need to give written notice as follows:

  • Less than one month's continuous service - one day
  • During your probationary period – one week’s notice
  • After completing your probationary period – six weeks notice

You are encouraged to give as much notice as possible of your intention to leave to facilitate the recruitment of your successor.

If the HCA have to terminate your employment, other than as a result of the disciplinary procedure, minimum notice will be given as follows:

  • Less than one month's continuous service - one day
  • During your probationary period – one week’s notice
  • After completing your probationary period – a minimum of one week's notice, rising by one week for every full year of employment, to a maximum of 12 weeks. Continuous service beyond 12 years will remain at 12 weeks' notice.

If it is known that we will have to terminate your employment, we will give as much notice as possible to enable you to seek other employment.

Holidays:10 days annual leave plus 4UK public holidays (pro rata 20 days annual leave plus 8 UK public holidays).

Sick leave:Statutory sickness benefits apply.

Job description

Job Title:Administrator

Reports to:Chair(line management may switch to Director if funding for this new post can be secured)

General overview:

The Heritage Crafts Association is a new, fast growing organisation and this is a rare opportunity to be part of the team that shapes its future.

As the organisation has no physical headquarters, the Administrator will work from home and themajority of work and communication takes place online. Where HCA has meetings or events that the Administrator is required to attend, these are usually in London, but may occasionally be in other parts of the UK.

Principle purpose:

Provide administration assistance to the Heritage Crafts Association and its Trustees to help achieve the charitable aims of the organisation.

Key tasks and responsibilities:

Key tasks and responsibilities appropriate to this post are listed below:

Administrative

  • Set up and run effective administrative systems, including the creation and maintenance of ordered, regularly backed-up electronic and paper filing systems, and the purchase of office supplies/stock.
  • Publicise and help organise HCA events, including the annual Spring Conference, both in advance and on the day. Manage bookings, prepare conference packs, create delegate lists and badges etc.
  • Process new registrations of HCA Friends and Affiliated Organisations and Businesses, and monitor and process those due for renewal.
  • Maintain and grow the HCA contacts list, sourcing, inputting and updating details for volunteers, organisations, funders and journalists interested or involved in traditional crafts.
  • Organise meetings, book meeting rooms and prepare support material.
  • Manage the applications process for HCA opportunities such as the suite of Awards.
  • Assist with other HCA publications and projects as required.

Communications/coordination

  • Gain a working knowledge of the HCA and be well briefed in its key aims, objectives and current projects.
  • Be the first point of contact for enquiries about the HCA, managing its main email inbox, answering telephone calls and receiving post; dealing with these enquiries as they come in and/or taking and forwarding messages as required.
  • Manage the HCA Crafts Directory, adding details of new craftspeople and assisting existing members with updating their listing and images.
  • Initiate and maintain links with partner organisations, particularly craft guilds and societies.
  • Send information by mail and email in accordance with the HCA’s Data Protection policy.
  • Assist with social networking of the HCA, contributing towards its online presence on Facebook and Twitter, checking for messages and posting updates.
  • Update the HCA website as required.
  • Assist with publicity for the HCA, including print and social media

Financial/compliance

  • Basic financial record-keeping.
  • Processing invoices and expenses for payment.

General/other

  • Support the work of the HCA Trustees.
  • Attend committee meetings, prepare agendas and take minutes. Organise meeting room and refreshments as required.
  • Under the direction of the Director, supervise interns and volunteers.
  • To undertake any other tasks, training or appraisal recommendations as appropriate.

Person specification

Essential criteria

  • Good IT literacy, including word processing, email and spreadsheets.
  • High standard of general administrative skills, including routine office tasks such as organising meetings, keeping records, taking bookings and answering emails.
  • Experience of setting up effective administrative systems for dealing with regular jobs efficiently.
  • Experience of financial record keeping, processing income and of working within a tight budget.
  • Good standard of interpersonal, written and verbal communication skills.
  • Experience of building good working relationships with a wide range of people and from different walks of life.
  • Interest in traditional crafts or heritage sector.
  • Ability to be self-motivated, self-directed and well organised.
  • Willingness to work remotely for extended periods of time.
  • Ability to adapt to new working methods as the organisation grows and changes, particularly in IT.
  • Willingness to work evenings or weekends on occasion, including five or six committee meetings per year held in London on Saturdays.
  • Access to a reliable broadband connection and contactable by phone during working hours.

Desirable criteria

  • Experience of working with trustees and volunteers.
  • Experience of, and/or interest in, producing publications.
  • Experience of events management.
  • Experience of creating web content, including the ability to input information to websites/blogs.
  • Experience of online social networking using Facebook and Twitter.
  • Experience of dealing with PR/press enquiries.
  • Experience of assisting in the preparation of annual accounts.

About the Heritage Crafts Association

The Heritage Crafts Association is the UK umbrella body for traditional heritagecrafts, set up in January 2009, registered as a charity in England and Wales in December 2009 and as a Charitable Incorporated Organisation in November 2014.Working in partnership with government and key agencies, it provides afocus for craftspeople, groups, societies and guilds, as well as individuals whocare about the loss of traditional crafts skills, and works towards a healthy andsustainable framework for the future.

Crafts are an essential part of our sharedheritage and they contribute towards local distinctiveness and community cohesion,but they currently fall outside the remit of support agencies in both thearts and heritage sectors. There is no designated body with a link to governmentfor the heritage crafts as there is for contemporary and innovative craft (CraftsCouncil) and heritage building crafts (English Heritage). Heritage crafts are incrisis, and many are in danger of being lost within the next decade. The UK isfar behind many other nations in the safeguarding of Intangible Cultural Heritage,of which traditional crafts are an important part.

President: HRH the Prince of Wales

Vision

The Heritage CraftsAssociation supports and promotes traditional and heritagecrafts for current and future benefit through any charitable means. Its charitableremit is to advance public knowledge and appreciation of traditional and heritagecrafts, in particular, but not exclusively, through education, advice andtraining.

Aim

The aim of the HCA is to support and promote heritage crafts as a fundamental part of our living heritage. We will do this by:

  • Surveying - researching the status of heritage crafts, identifying those crafts in decline or in imminent danger of being lost, and addressing the issues to ensure their survival.
  • Advocating – communicating the vital importance of the heritage crafts to government,key agencies and organisations.
  • Celebrating – raising awareness and raising the status of heritage craft skillswith the wider public through a programme of public relations, communicationsand showcase events.
  • Safeguarding– working in partnership with key agencies in the education andlearning sectors to identify and support new and innovative ways to ensure thatthe highest standard of heritage skills are passed from one generation to the nextand where necessary recorded for posterity.
  • Supporting – to support heritage crafts through a range of means, including advice,networking, training and access to public and private funding.

Equal opportunities policy

Statement of policy aims

The Heritage Crafts Association (HCA) is committed to providing equal opportunities for everyone that uses its services – including its staff, volunteers, members and supporters. It aims to ensure that traditional heritage crafts are protected and enjoyed by the whole of the UK population, regardless of their background or identity, and to provide equality of opportunity in helping to make this happen.

The HCA will actively fulfill its legal duties not to discriminate as a service provider and as an employer. It aims to go further than legislative compliance and make equality, fairness and diversity an integral part of everything it does. It opposes all forms of unlawful and unfair direct or indirect discrimination.

The HCA recognises that, because of discrimination, particular individuals and groups may be wary of using the services of an organisation which is not run exclusively for and by their communities or groups. It will therefore aim to provide a welcoming, non-discriminatory service and encourage any such individuals and groups to use the HCA as a resource.

Commitments

  • It is the policy of the HCA to treat all employees and job applicants fairly and equally regardless of their sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion, age, disability or union membership status.
  • No requirement or condition will be imposed without justification which could disadvantage individuals purely on any of the above grounds.
  • The HCA will regularly review its recruitment procedures and selection criteria to ensure that individuals are selected, promoted and otherwise treated according to their relevant individual abilities and merits.
  • To monitor progress on improving the openness of events and recruitment, participants and applicants will be asked to provide information relating to equality issues. The information collected will be only presented in collated form and not attributable to any one individual.
  • The HCA will create a working environment for staff and volunteers free from discrimination, harassment and bullying in which individual differences and the contributions of all its staff and volunteers are recognised and valued.
  • The HCA will enable staff and volunteers to ask questions and develop their knowledge of equality and diversity issues.
  • For public events, the HCA will use accessible venues whenever possible. For such events, reasonable steps will be taken to address barriers which may prevent disabled people from attending.
  • The HCA will make all its written material available as plain text as requested to meet individuals’ particular access needs. It will strive to represent social and cultural diversity in its representations of heritage crafts and craftspeople.

Responsibilities

The overall responsibility for the policy lies with the Trustees. However, all staff are required to comply with the policy and to act in accordance with its objectives so as to remove any barriers to equal opportunity. Any act of discrimination by employees or any failure to comply with the terms of the policy will result in disciplinary action.

The Trustees are responsible for updating this policy on a regular basis, and particularly in response to changes in the charity or in the make up of its users.

Application form – HCA Administrator

Please complete all sections of this form as fully as possible. Shortlisting will be based on the application form alone – CVs will not be accepted.

Personal details

Forename(s):

Surname:

Address:

Postcode:

Telephone (day):Telephone (evening):

Email address:

Please state the earliest date you could take up post, if offered the job:

Please indicate where you saw the job advertised:

Referees

Please give the names and addresses of two referees. References may be taken up for short listed candidates. If you do not wish one or both of your referees to be approached unless a job offer is made, please indicate below.

Referee 1:

Name:Relationship to applicant:

Address:

Postcode:

Telephone (day):Telephone (evening):

Do not approach unless a job offer made: [ ]

Referee 2:

Name:Relationship to applicant:

Address:

Postcode:

Telephone (day):Telephone (evening):

Do not approach unless a job offer made: [ ]

Education

Please give details of your education and qualifications gained.

Dates: / Institution: / Subject/qualification:

Employment history

Please give details of your employment history (there is no need to go further back than ten years unless there is employment of specific relevance that you would like us to know about).

Dates: / Organisation: / Job title: / Key responsibilities:

Other relevant interests, hobbies or volunteering experience:

Suitability for the post

Please read the Key Tasks and Responsibilities and indicate how your experience, qualifications or aptitude fit you for each criterion of the Person Specification for this post (please attach additional sheets if necessary).

Equal opportunities monitoring form

The Heritage Crafts Association believes in equal opportunities.

We want to make sure that we are an equal opportunities employer in practice, which is why we want to monitor our recruitment procedures. We will separate this part of the form from the application form. It will not form part of the selection process.

Please tick the appropriate boxes:

Gender

Male [ ]Female [ ]Prefer not to say [ ]

If you are undergoing the process of gender reassignment, please tick the box that applies to your future gender.

What age group do you belong to?

18-25 [ ]25-35 [ ]35-45 [ ] 45-55 [ ] over 55 [ ]Prefer not to say [ ]

How would you describe your sexuality?

Heterosexual/straight [ ]Gay man [ ]Gay woman/lesbian [ ] Bi-sexual [ ]

Prefer not to say [ ]

Do you consider that you have a disability?

Yes [ ]No [ ]Prefer not to say [ ]

Do you have a disability as defined by the Disability Discrimination Act?

Yes [ ]No [ ]Don’t know [ ]Prefer not to say [ ]

Do you consider that you have a long-term health problem?

Yes [ ]No [ ]Prefer not to say [ ]

How would you describe your religion or belief?

My religion or belief is []

I have no religion or belief [ ]Prefer not to say [ ]

How would you describe your nationality?

British [ ]English [ ]Scottish [ ]Welsh [ ]Irish [ ]

Other (please describe) []

How would you describe your ethnic origin?

White/Mixed [ ]

White [ ]White and Black Caribbean [ ]White and Black African [ ]White and Asian [ ]

Any other Mixed background (please describe) []

Asian [ ]

Indian [ ]Pakistani [ ]Bangladeshi [ ]

Any other Asian background (please describe)

Black

Caribbean [ ]African [ ]

Any other Black background (please describe) []

Chinese

Chinese [ ]

Any other ethnic group/background, please describe []

Prefer not to say [ ]

Thank you for your help.

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