Vacancy: Administrator

We’re looking for an Administrator to join the team at our head office in Surrey.

£21,000 – £25,000 per year
Full-time
Permanent

About the Administrator

At the National Garden Scheme a small central office with a team of 13 is the hub for a wide range of activity involving hundreds of volunteers, thousands of garden owners and a large audience of beneficiary charities, suppliers, supporters and partners, and members of the public who want to visit gardens and engage with the charity.

The administrator is the first point of contact for many of these, being responsible for answering the main telephone line and managing the general email inbox. They are also responsible for managing the office environment on behalf of their colleagues.

In normal years, they also carry out the administration of certain annual events and projects including our annual lecture and presence at the Chelsea Flower Show.

The right candidate ideally will have some experience as an administrator or receptionist and will be comfortable in a busy, hands-on and varied role. The key requirements are efficiency and excellent communication skills, this is a role for a meticulous, problem-solving people person. They will also be self-motivated, with the ability to work closely with colleagues in a small head office team, as well as with volunteers in the wider National Garden Scheme network.

Key responsibilities

Receptionist and office administrator

Manage the main telephone line, ensuring a polite and efficient first point of contact.
Manage the central email account, responding directly or passing requests to colleagues.
Manage and procure office supplies such as stationery.
Manage incoming/outgoing mail, courier collections/deliveries and costs.

Administration of shows and other annual events

Managing the booking of venues and ensuring that staff and volunteers are briefed on their role at the show/event.

Administer National Garden Scheme merchandise

The National Garden Scheme has a small range of branded merchandise such as aprons and tea towels whose primary purpose is promotion. Merchandise is managed by the Head of Marketing.
The administrator is responsible for monitoring stock levels and placing orders when appropriate.
They are also responsible for liaising with the fulfilment house over any queries to do with orders and dispatch.

Other duties include:

Work flexibly as part of a small office team, providing appropriate support for different colleagues and undertaking tasks as necessary.
Manage the Chief Executive’s telephone line when he is out of the office.
Prepare with the Chief Executive the agenda for monthly team meetings and record the minutes.
Attend national garden shows (e.g. Chelsea) and other events as required.
Protect and enhance the organisation’s public reputation when speaking on its behalf.

Benefits:

28 days holiday (inclusive of public holidays), subsequent increases up to 33 days.
Permanent, full time role, 35 hours a week – 9am to 5pm with one hour lunch break.
Attractive work environment – office is based in a National Trust property, Hatchlands Park, East Clandon, nr Guildford GU4 7RT

Person Specification

Skills

Essential/Desirable

Confident knowledge of Microsoft Office suite E

Knowledge and experience of databases, preferably CRM D

Experience as an office administrator D

Experience as a receptionist D

Personal Skills

Efficiency and reliability E

Excellent interpersonal skills E

Excellent oral communication skills E

Accuracy and attention to detail E