office administrator Oxford, England
Job description
Freshwater Habitats Trust & Newt Conservation Partnership
Project and Finance Administration Assistant
Job description
Responsible to: FHT Operations Director (0.2) & NCP Operations Manager (0.8)
Responsible for: Supporting Freshwater Habitats Trust & Newt Conservation Partnership project teams and core team members
Start date: September 2023
Role: Full time, 35 hours per week (core hours 10-4pm)
Based: Bury Knowle House, Headington, Oxford
Background
Freshwater Habitats Trust (FHT) is a small, friendly and ambitious conservation charity, which works to protect UK and European freshwater wildlife through practical, evidence-based and innovative nature conservation projects. Our organisation is well respected nationally and internationally, working with a national network of UK-based partners, the Wildlife and Countryside Link organisations, and the European Pond Conservation Network.
FHT and Amphibian and Reptile Conservation Trust (ARC Trust) are working together on the NatureSpace great crested newt District Level licensing scheme via the Newt Conservation Partnership (NCP), a not-for-profit community benefit society whose sole purpose is to create, manage and monitor great crested newt aquatic and terrestrial habitat.
Role
The Project Administration Assistant’s role is to provide general and varied project and financial administration support for the Newt Conservation Partnership (NCP) and Freshwater Habitats Trust project teams (FHT). This will involve supporting the administration of site delivery, updating site information management systems, collating and inputting data, basic mapping, financial administration and bookkeeping.
Key responsibilities
General
- Act as first point of contact, deal with phone and email queries, and redirect project enquiries as required.
- Calendar and room booking management; organise and administer meetings in coordination with team leaders; support the organisation and delivery of training courses.
- Source and organise office supplies and equipment for wider staff.
- Liaising with FHT Office Manager to ensure the smooth running of office protocols and procedures.
- Handle incoming and outgoing deliveries and post.
- Proofreading and production of documents for publication.
Project related
- Deliver effective project administration and support FHT and NCP Project Officers as directed by NCP Operations Manager and FHT Operations Director.
- Administer relevant site information management systems and collate information to deadline in collaboration with NCP Data Manager, Project Administrators or Regional Leads.
- Provide administrative support, including gaining permissions and mapping, for NCP and FHT’s annual monitoring programme.
- Liaison with external partners regarding project work.
Finance related
- Basic bookkeeping – collate and code invoices, manage cashbook, make payments and send remittances.
- Administer collation and checking of staff expenses and timesheets.
Other tasks may include:
- Support with NCP and FHT communications
Additional general responsibilities for the post holder
- Help to build a positive relationship between Freshwater Habitats Trust/NCP and its partners.
- Work closely and constructively with your manager in all areas of your responsibility.
- Undertake other duties as the senior management team may from time to time require.
Competencies
Qualifications
- At least 5 grade A-C GCSEs, including Maths and English, or equivalent.
Knowledge and experience
- Ideally 2 year’s previous experience of administration.
- Basic bookkeeping experience; knowledge of QuickBooks is desirable (but training will be provided).
- Competent data management skills including data entry.
- Computer literate: Word, Excel, Adobe, Outlook
- Proven ability to communicate effectively.
- General interest in wildlife.
Personal qualities
- Ability to manage workload and competing priorities effectively and meet internal deadlines through effective forward planning.
- Good verbal and written communication skills.
- Good interpersonal skills - approachable, professional and courteous.
- Can maintain a good level of attention to detail.
- Ability to work independently and as part of a team.
- Flexible and adaptable.
What we have to offer
At Freshwater Habitats Trust we value employees' unique views and encourage them to develop their interests. Besides paying a competitive salary, we also offer the following benefits:
- The option to work flexibly, including hybrid or remote working
- 35-hour week
- 25 days of annual leave plus bank holidays
- Pension with 6% employer contribution
- Mobile phone allowance
- Free eye tests
- Free Employee Assistance Program
- Mileage pay
Job Types: Full-time, Permanent
Salary: £21,000.00-£23,000.00 per year
Benefits:
- Flexitime
- Health & wellbeing programme
Schedule:
- Monday to Friday
- No weekends
Work Location: In person
