Bushy Park and the Longford River) JOB DESCRIPTION
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ADMINISTRATIVE OFFICER (Bushy Park and the Longford River) JOB DESCRIPTION JOB TITLE: Administrative Officer - Bushy Park and the Longford River (2 roles) BASED: White Lodge, The Stockyard, Bushy Park, Hampton, TW12 2EJ SALARY: £21,074 - £26,000 per annum TERMS: Permanent contract on a full time basis. 26 days annual leave pro rata, plus Public Holidays. A pension scheme is available. REPORTING TO: Office Manager (Richmond & Bushy Park) KEY INTERNAL RELATIONSHIPS: Park and Assistant Park Manager at Bushy and Richmond Parks, Technical Officers, Head Gardener, Administrative Officers at all Parks, Arboriculturalist, Ecology Team, Wildlife Officers at all Parks, IT Department, Estates, Events, Procurement, Finance, Works, Turfsoil, Vinci, Marketing, Park Services, Bushy Park archivist, Friends of Bushy and Home Parks. KEY EXTERNAL RELATIONSHIPS: City of London Police, Met Police, Field Studies Council, Companion Cycling, Horse Rangers Association, Riding for the Disabled, Hampton Court Palace, Crown Estate, Vehicle leasing companies, The Royal Paddocks including allotments, London Borough of Richmond upon Thames, Hampton Pool and allotments, RSPB, Sports clubs, Magenta Security Services, Schools and athletic clubs, Dog walkers and fitness operators, Event coordinators, Commercial clients such as film companies, Local residents and businesses of Bushy Park and Longford River, Visitors to Bushy Park. BACKGROUND: The Royal Parks (TRP) is a charity created to support and manage 5,000 acres of Royal parkland, looking after eight of London's largest open spaces; Hyde, The Green, Richmond, Greenwich, St James's, Bushy and The Regent's Parks, and Kensington Gardens. They also manage other important open spaces in the capital including Primrose Hill, Brompton Cemetery, Victoria Tower Gardens, Canning Green and Poet's Corner. November 2018 The Royal Parks is a registered charity, number 1172042, created in March 2017 to manage 5,000 acres of historic Royal parkland across London. For further information please visit: www.royalparks.org.uk. JOB PURPOSE: • To provide a front line reception service dealing with visitors, mail and telephone callers to The Stockyard, Bushy Park and Longford River. • To respond using all communication mediums to internal and external customers including stakeholders enquiries and to seek solutions. • To provide full administrative support including finance and licensing to the Park Management team. • To be an ambassador for the Royal Parks and key interface between internal, external and stakeholder partners. • To work independently when Managers are not present and manage situations as they occur using available resources. MAIN DUTIES/RESPONSIBILITIES • Receive all visitors at reception acting as the focal point for the Park. Manage guest hospitality. • Operate a VoIP telephone system and effectively deal with enquiries/take messages as necessary. Keep reception and conference room well presented. • Issue permits and file electronically into Hewlett Packard Enterprise Records Manager (HPE RM) records management system. • Issue fitness, event and commercial dog walking licences in accordance with TRP guidelines. • Liaise with organisers of events and seek Office Manager’s approval where necessary. Produce paperwork, invoices, and letters of permission and ensure payment is received in accordance with TRP event policy. • Prepare statistical information as required. • Maintain electronic diary of meetings and booking rooms. • Take, produce and distribute minutes of various meetings as required. • Carry out full administrative tasks including photocopying, laminating, binding, etc. • Assist with drawing up interpretative material relating to the Park and its activities by providing word processing and other office related services as required. November 2018 • Raise purchase orders and invoices on web based accounting system (eBis) in accordance with HQ finance instructions. • Ensure monthly fire equipment and escape route audits are carried out. • Ensure weekly Server Room safety checks are carried out. • Observe and carry out the requirements of good Health and Safety practice, The Royal Parks Equal Opportunities policy, Freedom of Information and ISO14001. • Chestnut Sunday: provide administrative and operational support. • Cover for colleagues where possible during annual leave or sickness. • Assist Office Manager with Financial Year end accruals accounting returns as required by HQ finance. • Monitor venison contract by collating weight dockets from gamekeepers for venison collected with invoices to contractor. Ensure that invoices are promptly issued and paid on time. • Record, scan and distribute incoming mail as appropriate. • Order stationery in sufficient quantities to maintain reasonable stock levels. Liaise with Office Manager to ensure order falls within the stationery budget prior to placing orders and that TRP procurement guidelines are adhered to. • Produce and electronically file correspondence for the Park Manager and team. • Take responsibility for following up customer concerns through the Park management. • Stockyard Estate Management support: receive reports for essential reactive and elective works, visit locations within The Stockyard areas to establish nature of required work and communicate with Park management and contractors to ensure work is carried out as required. • To be the first point of contact for managing deliveries for all Stockyard users ensuring that they are stored in the appropriate and safe location. • First point of contact for Stockyard users including volunteers to proactively resolve day to day issues. • Longford River and Bushy Park’s associated water bodies: act as a conduit between facilities management, river workers and Park management. • Set up and maintain the Bushy Park database and Longford River stakeholders’ database. • Support the recruitment and selection of staff. • Any other duties relating to the post as directed from time to time by the Office Manager and Park Manager. November 2018 PERSON SPECIFICATION Competencies/Selection Criteria Experience • Background in providing an administrative and secretarial support to teams. • Experience in a customer facing role: providing an excellent front line reception service, engaging and liaising with visitors, staff, contractors, volunteers and other stakeholders. • Familiarity processing of purchase orders, payments and commitments reporting to support accurate financial control by the organisation. • Experience of managing and accurately maintaining physical and electronic systems for audit purposes, including interrogation and analysis of data for reporting. Skills, Knowledge and Ability • Personable with excellent customer service skills and ability to liaise with varied demands of customers, partners, staff and suppliers via phone, email and/or in person. • Strong planning and prioritising skills with the ability to manage tasks simultaneously and perform effectively under pressure, delivering to the deadlines. • Excellent written and verbal communication skills, with the ability to write clearly in plain simple language and check work for spelling and grammar, learning from previous inaccuracies. • Keen eye for accuracy and attention to detail. • Strong IT skills including proficient use of Microsoft Office suite (Outlook, Word and Excel). • A firm commitment to delivering exceptional customer care. • Creative with a positive approach to problem solving. • Proactive, enthusiastic and willing to take on a wide range of tasks. November 2018 .