Senior Administrator

Job Description

This is a 6 month fixed-term role to cover Maternity, 37.5 hours per week but could be extended. This role can be started remotely but the role will require the post holder to move to the local area and use the Forsinard Flows Field centre for part or all of a standard working week. RSPB Forsinard Flows is situated in the heart of the world renowned Flow Country. The local area is rural and relatively remote. There is the possibility of renting RSPB accommodation as part of this role.

What's the role about?

This role will provide comprehensive administrative support to the Forsinard Flows Field Centre Office and Reserve staff and ensures that the office is managed efficiently.

The role includes administration of financial processes, travel and accommodation, organising and maintaining materials and equipment, diary bookings, fleet car administration so that staff and volunteers operate efficiently, managing the booking system for the bunkhouse and organising maintenance contracts on RSPB property.

They will oversee the day-to-day management of the office environment, ensuring the office is an efficient, effective and safe place to work. They will be required to plan ahead and appoint tradesmen for necessary replacements and repairs, deal with emergency maintenance situations as they arise and ensure properties meets health and safety guidelines in liaison with the Health & Safety Advisor.

The successful candidate will be expected to build and maintain effective internal and external relationships, using diplomacy and tact, ensuring that confidential and sensitive matters are handled appropriately, so that all contact is professional, and RSPB Scotland is represented in a positive manner.

They will be expected to provide some technical / operational knowledge of the RSPB, and assist in the management of business information and data held in RSPB systems so that this information is available internally and externally, in accordance with the RSPB's information management policies.

They will support procurement and financial management and reporting processes, to ensure that financial information is accurate and well managed allowing the RSPB to obtain value for money and managers to have access to accurate and current information at all times.

They will contribute to the wider office support by managing telephone and face to face enquiries from staff, volunteers, visitors and the public to provide a welcoming reception to the Forsinard Office.

They will share best practice and contribute to the continuous professional development of the wider RSPB administrative team, both locally and more widely across the organisation, proactively sharing best practice and building positive relationships, so that RSPB has a highly effective administrative team. Some travel may be required as part of the role. A full driving licence would be advantageous, though not essential.

Essential skills, knowledge and experience:

• Extensive knowledge of Microsoft Office applications (especially Outlook, Word, Excel and PowerPoint), plus the ability to impart this knowledge on to others.
• Knowledge of budget management terminology and processes and able to provide administrative support within an organisation.
• Able to communicate effectively with a wide range of audiences whether by phone, email or in person.
• Experience of liaising with staff at all levels both internally and externally and able to deal with confidential information appropriately.
• Able to make the best use of time particularly when under pressure from competing priorities, prioritising and delegating tasks effectively, during periods of both low and high demand.
• Experience of office management and maintaining a safe working environment, and able to proactively identify and solve problems.
• At least two A-Levels or Scottish Advanced Highers or equivalent qualifications.

Desirable skills, knowledge and experience:

• Administration qualification
• Knowledge of current conservation issues and priorities
• Experience of complying with health and safety codes of practice
• Familiarity with project management approaches
• Experience of recruiting and managing staff and Volunteers
• Full driving licence

This is a Fixed-Term Full-Time role for 37.5 hours per week.

The RSPB reserves the right to extend or make this role permanent without further advertising dependent on business needs at the end of the contract term.

We are looking to conduct interviews for this position from the 5th of April 2023. For further information, please contact ben.oliverjones@rspb.org.uk

As part of this application process you will be asked to provide a copy of your CV and complete an application form including evidence on how you meet the skills, knowledge, and experience listed above.

We are committed to developing an inclusive and diverse RSPB, in which everyone feels supported, valued, and able to be their full selves. To achieve our vision of creating a world richer in nature, we need more people on nature's side and more diverse people. People of colour and disabled people are currently underrepresented across the environment, climate, sustainability, and conservation sector. If you identify as a person of colour and/or disabled, we are particularly interested in receiving your application. Contact us to discuss any additional support you may need to complete your application.

The RSPB is an equal opportunities employer. This role is covered by the Rehabilitation of Offenders Act 1974.

This role is not eligible for UK Visa Sponsorship - the successful applicant will need to have a pre-existing Right to Work in the UK to be offered an employment contract.

Before applying for this role, we recommend reading through the candidate guidance notes attached to the top of this advert.