Administration Support Assistant

2 weeks ago

Taunton, United Kingdom Somerset Wildlife Trust Full time

Administration Support Assistant
Salary: £17,850 for 3.5 days per week (FTE £25,500)
Contract type: Fixed term until March 2027 / Working hours: Part time
Location: Taunton TA1 5AW - With opportunities for hybrid working

The Administrative Support Assistant will work with the Engagement Team for 1 day per week to ensure important ongoing administrative and business tasks and supporting the team to deliver face to face and digital events, engagement, communications and volunteer support.

The Administration Support Assistant will also work for Somerset Environmental Records Centre Team (SERC) for 2.5 days per week to support with the data flow process, managing data uploads and enquiries from customers.

Key Responsibilities and Tasks

Responsibility 1: Data Support

  • Supporting SERC Manager and team with updating the SERC website, particularly regarding SWT event advertising.
  • Monitoring of SERC email accounts and coming up with a system to coordinate the inboxes together and reduce our carbon emissions.
  • Contributing to the SERC team’s production of protocols for the management of data, to ensure the integrity of data.
  • Assisting the team in coming up with an online filing system and digitising paper records, particularly Local Wildlife Site files.
  • Assisting with the timely and accurate flow of data into the species database. Moving casual and consultancy data submissions from emails into the data entry filing systems.
  • Editing and manipulating Excel Spreadsheets of species records and entering them into Recorder and the Online Recording System.
  • Extracting data from recorder and other systems where trained and assisting with programmes such as digitising Local Wildlife Site (LWS) site files and LWS reviews and the review and updating of the Somerset State of Nature report.
  • Taking 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.
  • Monitoring and responding to the volunteer and event email enquiries - processing, recording and forwarding as required.
  • Ensuring the volunteer pages on the website and social media are updated to show volunteer vacancies and volunteer role descriptions.
  • Listing engagement events on the SWT website, Eventbrite?and quarterly newsletter
  • Being responsible for bookings and procurements for events and training opportunities, both in person and online, when required (booking venues, reminders, refreshments, background tech etc)
  • Recording volunteer hours and supplying this data to support funding bid writing and reporting.
  • Supporting volunteer recognition by working with staff where necessary to celebrate individual achievement and recognise milestones.
  • Being responsible for volunteer post including pin badges and retirement letters.
  • Working 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.
  • Inputting engagement team data into spreadsheets and our CRM system. (inc. data entry to Raisers Edge)?

Responsibility 3: General Administrative Duties

Provide accurate and timely support by:

  • Supporting with the review of policies, procedures and forms as and when required.
  • Ensuring the Trust’s Health and Safety policies and procedures are effectively implemented.
  • Attending internal and external meetings, preparing agendas and minutes.
  • Being proactive with other administrative tasks as required.
  • Administrating postage - addressing, distributing and preparing letters for posting including using a franking machine.
  • Ordering stock.
  • Ensuring staff have availability of correct uniform and liaising with the PCR business administrator to order new uniform,
  • Providing administrative support to the staff within the engagement team and SERC
  • Booking rooms using our online calendar booking system.

Additional benefits of working for the Somerset Wildlife Trust include:

  • 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

The opportunity to make a real and positive difference to nature, communities and the climate.

Closing date: Sunday 15 September 2024

Interested?

If you would like to apply and find out more about this position, please click the apply button to be directed to our website.

No agencies please.

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