"I'd always felt forgotten about by the other agencies but instantly felt that Purely were as passionate as myself in finding my new role. Within 5 days Purely had secured me the permanent role of my dreams!"

This vacancy is no longer advertised

EA (Gardens & Aviary) - Aylesbury

NT membership, holiday increase with duration, pension
Ref: 312 Date Posted: Friday 14 Jul 2017

Where will I be working?

A really unique working environment, well suited to those with a passion for the great outdoors and perhaps all things rural, horticultural and historical, this will be a wonderful opportunity to work within a unique environment in an award winning National Trust setting.

What will I be doing?

The post of Executive Assistant (EA) to the Gardens Department will provide support to the new Gardens Manager, and a wider team and work with the EA to the Senior Management Team (SMT) in providing additional support.

Based in an office at the Gardens Department, the primary role of the EA is to enhance the effectiveness of the Departments by providing full information management support. The role will report to the EA of the SMT team who coordinates business administrative support across the site.

The EA will manage their time carefully to ensure that all teams receive the support that they require, and will ensure smooth communication within their departments and with external organisations and individuals.

Main Responsibilities:

  • Providing daily support for the Gardens Manager including;

o Diary management

o To provide a 'bring forward’ system of outstanding action points

o To arrange and attend meetings and take action points as required

o Manage visitors

o Expenses and travel arrangements

o Preparing papers and minutes

o Assist with preparation and placement of bedding orders.

o Arrange the personal development review meetings

  • Providing daily support for the Gardens Department including;

o Updating Risk Assessments

o Dealing with correspondence and Adhoc typing

o Assisting visitors

o Maintaining the archives in collaboration with wider team

  • Maintain and update tree management records,
  • Maintain and update plant records, including future use of a plant database

o Maintaining records of all staff rotas, time sheets, annual leave and absence in accordance with HR policies

o Arrange and log all mandatory and departmental training

o Ensure that all relevant Gardens Department staff see the Occupational Nurse on a regular basis and keep records in a secure environment.

o Arrange departmental trips and visits.

o Undertake induction for all new members of the Gardens Department

o Work with the Volunteering Manager and the Professional Gardeners Guild to arrange starting dates, collection and welcome to the property for all new Garden volunteers.

o Work with the Professional Gardeners Guild to arrange starting dates, collection and welcome to the property for all new interns.

o Order work clothing and other equipment

o Maintenance of a variety of licenses and records required locally

o Petty Cash account maintenance & Using Accounting systems for creating purchase orders

o Be prepared to assist the team on the ground if required

  • Weekly meetings with the Curator of Birds (Aviary) to provide;

o Diary management support

o Expenses and travel arrangements

o To provide a 'bring forward’ system of outstanding action points

o To arrange and attend meetings and take action points as required

o Preparing papers and minutes for the annual Aviary Ethical Review Committee

  • Providing Project Management support for major Gardens projects or those which involve the gardens and wider grounds, to include:

o Project Administration through the life cycle of the development & record keeping for archives

o Assist with timetables, programming of deliveries and scheduling works

o Liaising with suppliers, contractors and internal colleagues to ensure smooth running of the projects

  • Helping to manage meetings and correspondence throughout the project
  • o Assistance with recording budgets, managing and reporting

What skills and experiences are required?

    • 2-3 years EA/PA or administrative experience, ideally working for multiple Managers or Partners
    • An interest in, understanding of or experience of a horticulture or gardening or historic house environment
    • maintaining the high standards of the site
    • Project management experience an advantage
    • Must possess ability to assess and prioritise multiple department needs
    • Highly motivated, organised individual who is able to work effectively with minimal supervision
    • Strong attention to detail with high level of integrity
    • Excellent communication and interpersonal skills - a friendly, flexible and approachable manner with visitors, outside agencies and all staff across the organisation
    • Excellent IT skills and proficient in all Microsoft Office applications
    • Experience of working with databases an advantage

What else do I need to know?

Although an office based role, there may be times when you will be donning your outdoor kit and required to go outside in this unique, rural site. You must be flexible and agreeable to this occasionally as part of the support on this role.

This role is permanent and full-time 37.5 hours per week, regular working days Monday to Friday, flexibility in hours of duty may be required subject to operational requirements.

Salary is at a fixed rate of £25,000, + up to 10% matched contribution to National Trust pension. Annual Leave Entitlement: 25 days plus Bank Holidays, increasing to 28 days after three years of continuous employment. Free NT membership!

 

We really hope this great role appeals to you and you decide to apply! We love hearing from you and really appreciate every single application that we receive. We wish we could respond to your CV personally but due to the high number of responses we receive this just isn't possible. Therefore if you haven't heard back from us within a week, your application won't be taken any further on this occasion. Thank you so much for taking the time to respond to our roles. We wish you all the very best for your job search.

The Purely Recruitment Company is an Equal Opportunities Employer and operates as an Employment Agency for permanent recruitment and an Employment Business for temporary recruitment.

Required skills

  • Diary Management, , Travel Arrangements, Typing,  Digital Dictation, Senior Administration