Administrator / Archivist - Charity

Job Advert: Administrator - 35 hours per week - Automotive / Classic Car Associated Charity and Foundation - This is a 6 or 12-month contract initially - dependant on the successful candidate’s requirements.

Are you an organised and proactive individual with a passion for preserving heritage and supporting charitable initiatives?

We’re working with a prestigious and well-regarded organisation based near Towcester, looking for a dedicated Administrator to join their small, friendly team. The charity is closely connected to a legendary automotive brand and is committed to honouring its founder’s legacy through education, engineering advancement, and innovation.

This full-time (35-hour per week), office-based role offers a unique opportunity to work in a fascinating environment, steeped in history and automotive excellence.

Position: Administrator / ArchivistHours: Full-time, 35 hour working week (Monday to Friday, 9am - 5pm, with a 1-hour lunch break)Location: Office-based, near TowcesterSalary: Up to c. £33,000 per annum pro rata, depending on experience (approx. £18 per hour)Contract Duration: 6 or 12 months initially, dependant on the successful candidate's requirements

About the Administrator / Archivist Role:

Supporting the Office Manager and wider team, your administrative responsibilities will include:

• Conducting daily walk-around checks of the premises to identify and report any maintenance needs
• Acting as a keyholder — opening/closing the site and monitoring CCTV where required
• Supporting with fire alarm call point checks and coordinating maintenance access and accompaniment when needed
• Managing the office calendar to ensure cover for holidays, sickness and Trustee availability
• Maintaining office supplies, including stationery and admin resources
• Responding to member enquiries, updating membership details, and supporting membership communications
• Procuring and distributing annual member badges
• Assisting with responses to out-of-hours enquiries (actioned the next working day in conjunction with the Office Manager)
• Supporting charitable projects, events, and occasional weekend activities (overtime paid)
• Help maintain the Foundation’s presence on social media
• Assisting with Foundation shop stock and sales, including suggestions for new items
• Liaising with third-party organisations and supporting internal communication
• Assisting Trustees in identifying and administering suitable charitable works, donations, and awards
• Providing occasional support on XERO (finance software) in the absence of the Office Manager (training can be provided)

As an Administrator / Archivist, your Archiving Responsibilities Include:

• Continuing to sort, catalogue and report to the Board on findings regarding artefact ownership
• Conserving archival items using appropriate materials and practices
• Managing the records archive, cataloguing documents, and supervising researchers
• Conducting guided tours for visitors
• Consulting with the Board on document scanning priorities
• Attending Archive Committee meetings and taking minutes
• Supporting the Events Committee and liaising with external archives and heritage bodies (e.g. Bentley Drivers Club, W.O. Bentley Memorial Foundation, Gaydon)
• Ensuring artefact security, particularly during events or third-party use of the building

Skills Required for the Administrator / Archivist Position:

• Strong organisational and time management skills
• A hands-on, team-oriented approach - no task too big or small
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• A genuine interest in history, heritage, or the automotive world would be a bonus
• A proactive and independent working style
• A willingness to support occasional out-of-hours or weekend events (with overtime pay)

This is a varied and rewarding position combining traditional office administration with archival work and practical operational support — perfect for someone who enjoys making a meaningful contribution and being part of something special.

A mobile phone will be provided for work use during office hours, with the expectation that it is switched off outside of working hours.