The Surrey Wildlife Trust

S U R R E Y W I L D L I F E T R U S T

J O B P R O F I L E

1. IDENTIFICATION OF JOB

JOB TITLE: Administrator, Estate Team

RESPONSIBLE TO: Estate Manager, Pond Farm

2. OVERALL PURPOSE OF JOB

In line with the core elements of SWT’s mission, the Estate Team will facilitate safe public access to the land and facilities whilst delivering biodiversity enhancement and habitat management on the Trust’s managed land.

The core role of the Estate Manager is to manage, motivate and focus the Estate Team so that as a group they deliver the objectives of the Trust whilst delivering efficient use of SWT resources.

In conjunction with the Head of Land Management and other members of the wider Countryside Management Department, the Estate Manager will ensure that the department works collaboratively with all other areas of the Trust to ensure coordinated and joined up land management which extends beyond the in house managed estate.

The Administrator for this team will provide full administrative and secretarial support primarily to the Estate Manager and the Estate Team but also to all those based at the Pond Farm Estate Office including the Farm Manager and the Grazing Team.

3. MAIN RESPONSIBILITIES

 Undertake a range of administrative and secretarial duties, sometimes of a complex and non-routine nature, with a high level of professionalism, responsibility and autonomy.  As the initial point of contact for all members of the Estate Team and members of the public, answer phone calls and respond to emails, redirect, respond or take messages as appropriate, follow through enquiries and ensure matters are seen through to a conclusion.

 Provide administration and secretarial support directly for the Estate Manager and also others based at Pond Farm as required.

 Maintain the necessary back up administration of contractor and volunteer work, utilising CMSi as necessary to ensure that the monitoring and reporting requirements of statutory bodies, grant providers and internal procedures are met.

 Coordinate the “walks & talks” programme in consultation with the Events Manager at HQ.

 Coordinate the order and distribution of PPE for the Estate Team in line with approval procedures and statutory requirements.

 Assist the Volunteer Wardens with administrative, practical matters and act as their point of contact for initial queries.

 Work as the coordinating point of contact for all matters linked to HQ such as IT, vehicles, mobiles, uniform etc; work closely in partnership with administrators at HQ.

 To assist with the design and replacement of information and interpretative boards, leaflets, and other designated site facilities.

 Manage the processes for Incident and Accident Reporting, including near miss incidents, in line with the H&S Policy, Encroachment Procedure and other guidance so that the correct information is provided to the central recording process at HQ.

 Order and maintain office supplies for Pond Farm including tea, coffee, toilet rolls, soap, hand towels etc. plus stationary requirements, photocopier paper and other items as required; liaise with HQ administrators to ensure cost effective purchasing and compliance with the central procurement process.

 As a member of the Administration Team, provide cover for colleagues, including all duties, and ensure that they are able to cover you during absence.  Engender public support and understanding of land management for nature conservation and other Trust policies.  Other ad hoc administrative duties as may be requested by the line manager.

Person specification

Key Skills  Good secretarial skills including typing and use of IT packages (Microsoft Office, excel, powerpoint, publisher, outlook)  Excellent administration skills, time management and an orderly approach to all activities  Excellent communication skills, verbally and in writing  Proven ability to use initiative and to work collaboratively  Excellent attention to detail

Experience  Proven experience in secretarial and admin roles  Experience of undertaking general office administration  Previous experience or knowledge of the environmental or charitable sector would be advantageous but not essential

Personal Attributes  calm, positive approach to work is essential  flexible, can do and want to do attitude is essential  resilient nature, must be able to handle potentially difficult phone calls calmly with a professional approach to responses  ability to gain respect of both senior and junior work colleagues  friendly disposition but able to maintain appropriate diplomacy with all staff and external contacts at all times  an interest and enjoyment in wildlife and conservation is highly desirable  Pond Farm is not readily accessible via public transport so the ability to drive and access to a vehicle is essential.