Lieutenancy Administrator

West Midlands Lieutenancy serves as the official office of the Lord-Lieutenant in the West Midlands, representing His Majesty The King. The organisation plays a vital role in supporting the monarchy by facilitating royal visits, promoting civic, voluntary, and community activities, and recognising outstanding service by individuals and organisations. Located in one of the UK’s most diverse and dynamic regions, the West Midlands Lieutenancy works with various local bodies to foster community engagement and unity.

This is a full-time, on-site role based in Birmingham for a Lieutenancy Administrator. The Lieutenancy Administrator will coordinate and manage day-to-day administrative activities;

• Maintain the Lieutenancy Diary. Dealing with engagement invitations and liaising with the Lord-Lieutenant on a regular basis by email and telephone in relation to invitations and other day to day correspondence
• Manage the Lord-Lieutenant’s diary and engagements
• Arrange for the Vice Lord-Lieutenant or Deputy Lieutenants to represent the Lieutenancy as required
• Monitor Citizenship attendance from the Lieutenancy
• Arrange for the Lord-Lieutenant Cadets to attend events as required
• Undertake administrative tasks including dealing with correspondence on behalf of the Lord-Lieutenant, Clerk and Deputy Clerk
• Assist in the maintenance of the diary and events section of the Lieutenancy website
• Support the planning for Remembrance activities
• Deal with telephone enquiries from the public and outside organisations whilst on duty
• Provide administrative support and minute taking for meetings
• Maintain database of events undertaken by the Lord-Lieutenant, the Vice Lord-Lieutenant, Deputy Lieutenants and provide statistical data
• Maintain filing systems
• Undertake such other duties commensurate with the level and scope of the post as may be required from time to time

• Strong administrative skills, including organisation, time management, and attention to detail
• Proficiency in communication and interpersonal skills for engaging with diverse stakeholders and community groups
• Experience in event planning, coordination, and managing logistical arrangements
• Technological proficiency, including familiarity with office software (e.g., Microsoft Office Suite) and email management
• Ability to work independently, handle multiple priorities, and maintain confidentiality

We are looking for someone with good verbal, conversational skills, who can communicate confidently with people from all walks of life. This job will suit someone with an outgoing personality and a sense of humour.

You need to be able to work efficiently through both busy and quiet periods and be able to prioritise tasks appropriately. Agility is needed at times to switch between tasks. Effective time management is crucial.

Part of the work is to manage projects, arrange meetings, manage expectations and debrief on completion. Daily work plans will be key as you will work with established processes and sometimes undertake repetitive tasks.

We work in a sensitive environment, often dealing with confidential issues and events, discretion is vital.

You must be able to work with a small close-knit team, be comfortable asking for help, and occasionally work outside the usual office hours.

In the region of £27,500 per annum.