Application Pack. Office Manager & PA to Chief Executive Maternity Cover (Part time: 26.5 hours per week) Protecting Wildlife for the Future

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1 Application Pack Office Manager & PA to Chief Executive Maternity Cover (Part time: 26.5 hours per week) March 2015 Contents 1 Advert 2 Recruitment and Selection Process 3 About Herts and Middlesex Wildlife Trust 4 Job Description, including job accountabilities 5 Person Specification 6 Summary of Terms and Conditions of Employment 7 Organisation Chart Grebe House St Michael s Street St Albans Hertfordshire AL3 4SN Tel: (01727) info@hmwt.org Chief Executive: Lesley Davies Hertfordshire & Middlesex Wildlife Trust Limited is registered in England No at the above address and is registered as a charity under Registration No VAT No Protecting Wildlife for the Future

2 1. ADVERT A unique opportunity to join a successful and growing conservation charity at an exciting time! Office Manager & PA to Chief Executive (Maternity Cover) 29,873 (SCP 32) pro rata plus 7% pension 26.5 hours per week (spread over 5 days per week) 9 month fixed-term contract (with possible extension) Approximate start date 1 June 2015 Herts and Middlesex Wildlife Trust is a local charity supported by people who care about protecting wildlife. With volunteers, we manage a network of more than 40 nature reserves. We are looking for someone to provide part-time maternity cover for the Office Manager. You will have the experience and ability to provide efficient, helpful and friendly support for the Trust, supported by a part-time Admin. From ensuring the office is safe, clean and tidy, overseeing Reception, administering personnel records and providing HR support, as well as overseeing health and safety, and general administrative services within the Trust, facilities management, event organisation, supporting the Trust Council and being PA to the Chief Executive, there s a wide variety of tasks. The successful candidate will have excellent communication skills, a friendly approach, experience in office management and administration, knowledge of IT systems, attention to detail, will be competent in MS Office, and have an interest in what we do. This is a part-time fixed term role and would be spread over five days per week (Monday to Friday). For more information and to apply (CVs are not accepted), visit our website: about/jobs Herts & Middlesex Wildlife Trust Grebe House St Michael s Street St Albans Herts AL3 4SN Tel: Fax: E mail: recruitment@hmwt.org Closing Date: 9am, Monday 13 April 2015 Interviews & assessment: Wednesday 22 April 2015 A driving licence and flexibility to work occasional irregular hours is required for all posts. The post may be subject to a Disclosure check by the Disclosure and Barring Service. Protecting Wildlife for the Future

3 2. RECRUITMENT & SELECTION PROCESS How to apply A completed Application Form and Equal Opportunities Monitoring Form should be submitted by by 9am on Monday 13 th April CVs will not be accepted. For an application pack, please visit our website, where you will find details about the post and the application process. Please send your application form & Equal Opportunities form with your name in the file name recruitment@hmwt.org. Selection Process Shortlisted candidates will be invited to an assessment and interview on Wednesday 22 nd April 2015 in St Albans. An offer of appointment will be made to the successful candidate shortly after interview. An offer of employment made by Herts and Middlesex Wildlife Trust at this stage is subject to satisfactory written references, an employment medical assessment and may be subject to a Criminal Records Disclosure. You must also be able to identify that you have the right to work in the UK, and that you have the qualifications listed in your application. If you have not heard from us by the interview date, I regret that your application will have been unsuccessful on this occasion.

4 3. ABOUT HERTS & MIDDLESEX WILDLIFE TRUST This is an exciting time to join the Trust! During the past few years, the Trust has been growing and developing, with substantial increases in members (now over 20,000), income (now over 1.5m) and grant funding for project work. Our office at Grebe House is based on the edge of Verulamium Park in St Albans and we are a friendly team of 30 staff. An increasing emphasis of the past few years has been our focus on landscape scale conservation - Living Landscapes. This calls for an integrated approach to our work on our nature reserves, with other landowners, through education and community and our influencing and advocacy work. Our vision is for a Living Landscape and Living Seas, an environment rich in wildlife for everyone. Our mission is to protect wildlife, restore biodiversity and to connect people with the natural world in Hertfordshire and Middlesex. Our aim is to be the counties most active and influential wildlife champion. What we do Formed in 1964, we are a local charity supported by people who care about protecting wildlife, including over 20,000 members. With volunteers, we manage a network of more than 40 nature reserves, covering nearly 2,000 acres. Beyond this our vision is of a living landscape, where we work with others to improve our towns and countryside for wildlife. The Trust is active in all parts of Hertfordshire and in the London boroughs of Enfield, Barnet, Harrow and Hillingdon. The Wildlife Trusts Herts & Middlesex Wildlife Trust is part of a partnership of 47 local Wildlife Trusts across the UK, plus the Isle of Man and Alderney - the largest voluntary organisation in the UK solely dedicated to protecting wildlife. There are over 800,000 members and 2,300 nature reserves across the UK. The Trust's junior membership Wildlife Watch is part of this UK network. The Wildlife Trusts lobby for better protection of the UK's natural heritage and are dedicated to protecting wildlife for the future. Staffing The Trust staff includes the Living Landscape team, Fundraising & Communications team, and Finance and Administration team. Funding Our annual turnover is approximately 1.5 million, over half of which comes from membership subscriptions. Grants and fundraising activities contribute the remainder. For more information please visit: to view our Annual Review, Strategic Plan and Reserves information. to view The Wildlife Trusts A Living Landscape report.

5 4. JOB DESCRIPTION JOB TITLE: RESPONSIBLE TO: RESPONSIBLE FOR: LOCATED AT: SALARY: EMPLOYMENT TERM: JOB PURPOSE: Office Manager & PA to the Chief Executive (Part-time) Maternity cover 26.5 hours per week (spread over 5 days per week, Monday to Friday) Chief Executive Admin, Reception volunteers, Cleaners Grebe House, St Michael s Street, St Albans AL3 4SN 29,873 (Scale point 32) pro rata 9 months maternity cover (with possible extension) A member of the Management Team, the Office Manager will support the strategic development of the Trust. MAIN RESPONSIBILITIES: The postholder is responsible for overseeing and managing the provision of human resources, health and safety, and general administrative services within the Trust, as well as facilities management, governance, and event organisation. To also act as Personal Assistant to the Chief Executive. Facilities / Support Services 1. To manage the Admin, cleaners and provide support to Reception and Office volunteers. 2. To oversee the reception function, carried out by the Admin and volunteers, including answering the phone, dealing with post and enquiry s and providing a friendly welcome to visitors to the Trust. 3. To field calls and s for the attention of the Chief Executive and Management Team. 4. To support the Admin in ensuring the office is kept clean and tidy. 5. In collaboration with the Admin, to oversee the day to day security of the building and garden, including opening and closing procedures. 6. To support the Admin with providing Central Support, including premises maintenance / building work, telephone system management, service and utility contracts, servicing and repairs, and ensuring all office equipment is maintained in good working order. 7. To liaise with the Verulamium Museum and St Albans DC regarding the leased premises (grounds, car park, Annex). 8. To manage the Central Support budget. Administration 9. To manage the Trust s insurance. 10. To assist the Chief Executive in monitoring the Trust s activities, managing risk and maintaining the risk register. 11. To ensure compliance with Data Protection, overseeing the Trust s data protection policy and procedures. 12. To act as the Safeguarding for the Trust. 13. To support the Admin with carrying out DBS checks on new staff and volunteers, as required. 14. To carry out filing as required. IT 15. To act as the System Administrator for IT in the absence of the Admin. 16. To assist with the daily backup of the servers.

6 Health & Safety 17. To act as the Health and Safety for the Trust, carrying out duties and regular checks as required. 18. To act as Lead for the Health and Safety Working Group, preparing agendas and coordinating meetings. 19. To oversee H&S checks, including fire alarm and emergency lighting tests, and evacuation drills. 20. To carry out risk assessments for all office premises. 21. To support the Chief Executive in the management of the Business Continuity Plan, updating and amending as required. 22. To be responsible for the day to day safe working environment of Grebe House and the Annex. HR 23. To manage all elements of staff recruitment, including the organisation of media advertisements, applicant information packs, interview programmes, letters of appointment and act as point of contact between appointment and start dates. 24. To manage the induction programme for all new staff. 25. To manage the staff leaving process. 26. To oversee the staff appraisal process. 27. To ensure the Trust s training plan adheres to HR and H&S policies and legislation. 28. To ensure that all personnel records, both hard copy and electronic, are complete and up to date, and to maintain an accurate HR database. 29. To manage all elements of employment contract administration and ensure that relevant administration is complete and accurate. 30. To manage and maintain accurate holiday and absence records. 31. To ensure that the Trust s HR practices are in line with the Trust s policies and to review and monitor the effectiveness of HR-related elements of the Trust s policies, ensuring they are in line with best practice. 32. To provide HR and payroll information to the Finance Team to ensure all payments to staff are accurate and timely. 33. To research and advise on ad hoc HR issues and keep abreast of legislation and legislative requirements. 34. To manage the Trust s policies and procedures, updating and creating policies and procedures as required. 35. To maintain and update the Employee Handbook, Health & Safety Manual, and Governance Manual. 36. To manage the Trust s staff benefits, facilitating staff requests, sourcing new benefits as required, and informing staff of changes. 37. To assist with warden and volunteer HR, including recruitment, induction and training. Governance 38. To manage all elements of Trustee recruitment, including the organisation of media advertisements, applicant information packs, interview programmes, and letters of appointment. 39. To manage the induction process for new Trustees, including appointment forms, arranging Trust meetings, and booking relevant courses. 40. To assist the Chief Executive with general Council matters and to prepare and distribute papers for Council and Committee meetings. 41. To manage the Council Committee calendar, booking rooms as required. 42. To ensure that all Council and Committee documents are available electronically, both internally (on the server) and externally (on Dropbox), and are current, complete and accurate. 43. To process updates on the Charity Commission and Companies House websites, including adding and removing Trustees and filing the Trust s Annual Returns. 44. To provide a minute-taking service at Committee meetings as required. 45. To update and keep accurate Governance records and documents, including Trustee election dates and details, Memorandum of Association, Articles of Association, and others. Event Organisation 46. To oversee the organisation of the Trust s Annual General Meeting. 47. To assist with the organisation of other events as required.

7 PA Duties 48. To manage the Chief Executive s electronic diary, electronic & paper-based filing systems. 49. To assist with the coordination of travel, accommodation and other support as required. 50. To organise and coordinate external and internal meetings as directed by the Chief Executive, including regular Trust meetings. 51. To assist with the preparation of agendas and reports as required. 52. To provide a minute-taking service as required. 53. With the support of the Admin, to take the initiative in channelling and processing telephone calls, queries, incoming mail and s promptly, prioritising urgent items and bringing items to the Chief Executive s attention as appropriate. General 54. To participate fully as a member of the Trust s Management Team, contributing to the management planning and strategic development of the organisation. 55. To participate in relevant seminars, groups and meetings, within the Wildlife Trusts, the counties and the region, representing the Trust as required. 56. To engender a culture of membership recruitment and good volunteer relations across the Trust. 57. To carry out all duties with regard to relevant legislation and the Trust s policies and procedures. 58. To carry out any urgent duties, in the absence of the Admin, as required. 59. To undertake other duties as required by the Line Manager, consistent with the job purpose. The Trust retains the right to amend the job description in consultation with the post holder to reflect changes in or to the job. Date prepared: March 2015

8 5. PERSON SPECIFICATION Essential Desirable 1. Education and Knowledge Educated to the equivalent of A level standard; numerate and literate At least 3 years experience of administrative work An understanding of administrative/office processes Sound IT skills, including a good standard across the MS Office suite of applications Good general understanding of H&S matters Good general understanding of HR management and legislation Good general understanding of business IT systems Good general understanding of data protection Knowledge of the voluntary sector and / or membership organisations Certificate in Personnel Practice or other Chartered Institute of Personnel and Development Qualification 2. Skills and Expertise Excellent organisational skills Excellent verbal communication skills being able to convey information clearly and concisely in person Excellent written communication skills, being able to draft correspondence in the appropriate style and take accurate minutes The ability to maintain confidentiality at all times Experience of developing and implementing administrative processes Ability to work on own initiative Ability to maintain detailed records of income and expenditure Experience of working in a team Commitment to continual improvement and development Experience of managing staff or volunteers Ability to prioritise and be flexible; to deliver quality results in a fast-moving and pressurised environment Assured, diplomatic manner in dealing with internal and external contacts of all levels. Experience of providing an HR administrative service, in particular recruitment, training, appraisals and absence management 3. Personal qualities Friendly and approachable demeanour Understanding of and commitment to customer care Attention to detail Understanding of and commitment to equal opportunities good practice Enthusiasm for wildlife and nature conservation Date prepared: March 2015

9 6. SUMMARY TERMS & CONDITIONS OF EMPLOYMENT Location The offices of the Trust are currently in St. Albans, though the Trust may require you to work at any other Trust office within a 25-mile radius. Work sites are throughout the counties of Herts and Middlesex. Contract The post is offered on a part-time maternity cover 9 month fixed-term basis, with a possible extension. Probationary period A probationary period of 6 months applies. Normal hours of work The Trust operates a 37.5 hour week. Overtime is not available, though equivalent time off for authorised additional time worked may be taken in lieu. Annual leave Initially 23 days leave per year (rising to 25 days after one year and 28 days after 4 years completed service with the Trust), plus statutory bank holidays per year. Pro-rated where applicable. Pension On satisfactory completion by the employee of the probation period, the Trust will contribute each year the equivalent of 7% of his/her gross salary into a named pension scheme. At that time, contributions will be backdated to the date of the commencement of the contract of employment with the Trust. Car and Travel expenses Where the post-holder uses their car and drives on Trust business, he/she will be required to hold a full current valid driving licence and be insured for work. Travel expenses are paid as outlined in the Employee Handbook. Employee Handbook Herts & Middlesex Wildlife Trust s policies and procedures are contained in the Employee Handbook, which is available on appointment. These policies and procedures do not form part of your terms and conditions of employment, save for the Alcohol and Drugs Policy, Rights of Search Policy, Health and Safety Policy, Bribery Policy and Social Media Policy.

10 Herts & Middlesex Wildlife Trust - ORGANISATION CHART Key: Core funded staff Trust Council of Management * The Hertfordshire Environmental Records Centre will be hosted by the Trust from 1 Oct 2013 Project funded staff Chief Executive Volunteers Head of Fundraising & Communications Head of Living Landscapes HERC * Finance Manager P/T Office Manager & PA to CEO (Maternity Cover) Marketing & Communications Manager Senior Planning & Biodiversity Conservation Manager Nature Reserves Manager Records Centre Manager P/T Finance Cleaners P/T Admin Finance Assistant Wendy Boulton Volunteers /Janet Gilpin Marketing & Communications Volunteers Senior Reserves Reserves P/T Data Reserves Reserves P/T Grants Membership Wildlife Sites Programme Manager (Maternity Cover) Panshanger Park People & Wildlife Panshanger Park Forest School Volunteer Trainee Reserve Reserves Fundraising Membership Development Hertfordshire Living Rivers P/T Water Vole Conservation Volunteer Trainee Reserve Local Groups Door to Door Recruiters Volunteer Surveyor s Volunteer Trainee Forest School Volunteer Wardens & Green Team Volunteers