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Administrative Support Assistant

2 months ago

Taunton, Somerset, United Kingdom Somerset Wildlife Trust Full time

Job Summary

The Somerset Wildlife Trust is seeking an experienced Administrative Support Assistant to join their team. As an Administrative Support Assistant, you will provide administrative support to the Engagement Team and the Somerset Environmental Records Centre Team.

Key Responsibilities

Responsibility 1: Data Support

  • Support the SERC Manager and team with updating the SERC website, particularly regarding SWT event advertising.
  • Monitor SERC email accounts and develop a system to coordinate the inboxes together and reduce carbon emissions.
  • Contribute to the SERC team's production of protocols for the management of data, to ensure the integrity of data.
  • Assist the team in creating an online filing system and digitizing paper records, particularly Local Wildlife Site files.
  • Assist with the timely and accurate flow of data into the species database. Move casual and consultancy data submissions from emails into the data entry filing systems.
  • Edit and manipulate Excel Spreadsheets of species records and enter them into Recorder and the Online Recording System.
  • Extract data from Recorder and other systems where trained and assist with programs such as digitizing Local Wildlife Site (LWS) site files and LWS reviews and the review and updating of the Somerset State of Nature report.
  • Take opportunities to develop own skills and those of others in the team (including volunteers) by work shadowing, attending events and other training courses.

Responsibility 2: Volunteer & Communications Support

  • Provide outstanding and consistent administrative support for Engagement Team colleagues by:
  • Working closely with the Volunteering and Community Support Officer to support advertising, onboarding, and general administration of volunteering and community activities.
  • Monitor and respond to volunteer and event email enquiries - process, record, and forward as required.
  • Ensure the volunteer pages on the website and social media are updated to show volunteer vacancies and volunteer role descriptions.
  • List engagement events on the SWT website, Eventbrite, and quarterly newsletter.
  • Be responsible for bookings and procurements for events and training opportunities, both in person and online, when required (booking venues, reminders, refreshments, background tech, etc).
  • Record volunteer hours and supply this data to support funding bid writing and reporting.
  • Support volunteer recognition by working with staff where necessary to celebrate individual achievement and recognize milestones.
  • Be responsible for volunteer post, including pin badges and retirement letters.
  • Work with the membership team to ensure that volunteer records are up to date and in line with prevailing GDPR and Data Protection legislation, including annual data check.
  • Input engagement team data into spreadsheets and our CRM system (inc. data entry to Raisers Edge).

Responsibility 3: General Administrative Duties

  • Support with the review of policies, procedures, and forms as and when required.
  • Ensure the Trust's Health and Safety policies and procedures are effectively implemented.
  • Attend internal and external meetings, prepare agendas, and minutes.
  • Be proactive with other administrative tasks as required.
  • Administer postage - address, distribute, and prepare letters for posting, including using a franking machine.
  • Order stock.
  • Ensure staff have availability of correct uniform and liaise with the PCR business administrator to order new uniform.
  • Provide administrative support to the staff within the engagement team and SERC.
  • Book rooms using our online calendar booking system.

Additional Benefits

  • 7% employer pension contribution.
  • Life insurance.
  • An annual professional institution subscription.
  • Flexible and agile working.
  • Wellbeing support - EAP, wellbeing champions.
  • Diversity networks through RSWT/TWT.
  • Paid volunteer days.
  • Continuous Professional Development opportunities.
  • Minimum 33 days of holiday (25 annual leave + bank holidays) pro rata.
  • Active staff social events.

About the Role

This is an exciting opportunity to join the Somerset Wildlife Trust team and contribute to the organization's mission to protect and enhance the natural environment of Somerset.

Requirements

To be successful in this role, you will need to have excellent administrative skills, a strong attention to detail, and the ability to work effectively in a team environment.

How to Apply

If you are a motivated and organized individual with a passion for wildlife conservation, please submit your application to join our team.