Tours and Collections Assistant – Admin & Clerical

BSNI are working with Belfast City Council to recruit a Tours and Collections Assistant – Admin & Clerical. This role is temporary.

Number of people required
1
Target start date
09 Mar 2026
Duration
12 Weeks
Hours per week
37

Rate
PAYE: £14.35 per hour

Job location
Donegall Square, Belfast, BT1 5GS, United Kingdom

Main purpose of job

To be responsible to the Function Management Assistant for:

the delivery of an efficient and effective public tour service and visitor experience within the City Hall and its grounds;
the provision of bespoke private tours on foot of requests by civic dignitaries, elected members or senior officers;
the operation of a booking system for both commercial and non-commercial tours and exhibition visits in City Hall, and assisting with the associated debtors invoicing processes where so required;
assisting with the management of City Halls artefacts and artworks collections, including the display, interpretation, cataloguing, storage, reproduction, loaning and security of all items held;
assisting where required in the provision of the other services delivered by the unit and the carrying out of general administrative tasks;
ensuring that the councils reputation is preserved and enhanced in the delivery of the specified services, and that visitors receive the highest levels of professionalism, political sensitivity and customer care.

Summary of responsibilities and personal duties

To conduct public tours within the City Hall and its grounds and monuments in an efficient and professional manner, adapting the content and route for the specific interests and needs of the group.

To provide bespoke private tours for civic dignitaries, elected members and senior officers, in liaison with the relevant elected members and officers.
To keep the tour routes, format and content under active review and to make recommendations to the Function Management Assistant and senior officers for improvements, where appropriate.
To work with internal council department to research and develop special and themed tours to mark significant anniversaries, civic events or festivals.

To compile relevant information and publicity material for distribution to the general public, tourists and groups.
To assist in the development and implementation of effective booking processes for private and public tours as directed by the Function Management Assistant, including the use of computer-based diary management and booking systems.
To comply with the unit�s financial processes in respect of the issuing of debtors� invoices for commercial group bookings and in the subsequent reconciliation and reporting of associated income.
To assist where required in the operation of any exhibition facilities in City Hall or other city-centre council properties.
To assist all visitors, including Members, staff and tourists by answering queries, escorting around all relevant areas and issuing relevant literature.
To develop, create, deliver, update, interpret and adapt tour scripts ensuring that all information is delivered in the context of the subsisting political and cultural sensitivities and in line with Shared Space and, or other council policies.
To assist in the development and implementation of marketing activities and programmes for the tours and exhibitions service.
To assist in the management of loan agreements both to and from the council for items of art and artefacts, and in the coordination and management of the reproduction request process for these artworks, ensuring that all legal requirements and obligations are met.
To manage and oversee the storage and movement of the council�s stock of art and artefacts in line with conservation guidelines and best practice, including the audit of these items and maintenance of all relevant asset registers.
To assist with researching and updating of art and artefact displays, exhibition areas and historical library information.
To assist when required with the updating and maintenance of various databases including Artifax (diary booking system) and Artworks (art and artefacts information) or any replacement systems or applications.
To deliver the training, supervision and deployment of the casual tour guides as directed by the Function Management Assistant.
Assisting in the counting and recording of all donations made by the public for the development of the tour service in line with subsisting financial and cash-handling procedures.
To provide occasional operational cover for the reception facility when so required.
To assist with the general office administrative and clerical workload of the unit including, but not limited to, answering telephone calls, dealing with enquiries, filing, managing the booking diary and compiling statistical information and reports.
To participate in working groups, project teams and other ad hoc groupings as directed by the Function Management Assistant or senior officers.
To assist as required with corporate and, or departmental special promotional and marketing events.
To participate in all induction and in-service training provided by Belfast City Council and in the induction and support of all newly appointed staff and other human resources management policies and procedures, as appropriate, including, absence management, disciplinary and grievance procedures.
To act in accordance with the council and departmental policies and procedures including customer care, equal opportunities, health and safety, safeguarding and any pertinent legislation.
To carry out any other relevant duties as directed by the Function Management Assistant.
To undertake the above duties in such a way as to protect and enhance the reputation and public profile of Belfast City Council.
This job description has been written at a time of significant organisational change and it will be subject to review and amendment as the demands of the role and the organisation evolve.  Therefore, the post-holder will be required to be flexible, adaptable and aware that they may be asked to perform tasks, duties and responsibilities which are not specifically detailed in the job description but which are commensurate with the role.

Essential criteria

Experience

Applicants must, as at the closing date for receipt of application forms, be able to demonstrate on the application form, by providing personal and specific examples, at least one years relevant experience in at least two of the following three areas:

delivery of guided tours and visitor experience;
working in a customer facing environment, which must include administrative and cash handling duties; and, or
using Microsoft Office, diary management systems and other specialised software to create service-based reports and statistics.

Shortlisting criteria

In addition to the above experience, Belfast City Council reserves the right to shortlist only those applicants who, as at the closing date for receipt of applications:

in the first instance, can demonstrate on the application form, by providing personal and specific examples, at least one years relevant experience in each of the aforementioned areas (a) – (c);
in the second instance, can demonstrate on the application form, by providing personal and specific examples, at least two years relevant experience in each of the aforementioned areas (a) – (c); and
in the third instance, have at least five GCSEs (grades A – C) including English, or equivalent qualifications.

For more information contact Jessica or Debbie on 02895219313

BSNI are an acting recruitment agency.