External Welfare Administrator

Application close date:October 18, 2018

Interviews to be held:October 22, 2018

We are currently looking for a self-motivated administrator to join our hardworking External Welfare Team. The successful candidate will be the first point of contact for welfare queries and concerns, prioritising their referral to the most appropriate member of the team.   The post holder will also be responsible for the administration associated with new intakes and accurate record keeping on the Charity’s secure database. The ideal candidate will have previous administrative experience, a strong knowledge of horse care and welfare as well as good organisation and communication skills.

Job Description

Liase With:

  • The External Welfare Team
  • The Public/Supporters
  • A.R.C. Team Leader
  • Welfare Coordinators
  • Rehoming Co-ordinator
  • Rehoming Officers
  • External agencies and contractors.

Working Hours: 37.5, Monday to Friday

Annual Salary / Pay Per hour: National Minimum Wage plus a Staff Benefits Package

Main Purpose of the Job:

The main purpose of this role is to ensure excellent record keeping in the External Welfare department and answering calls to the Welfare Line and electronic communications ensuring that accurate details are recorded, information is directed to the appropriate person and that the information is acted upon in a timely manner as set out in the charity’s policies and procedures.

This is a role which requires professionalism and discretion at all times due to sensitive and confidential nature of the information handled by the External Welfare team and requires that the successful candidate has a strong knowledge of horse care and welfare.

Main Duties:

  • Be responsible for answering calls and correspondence directed to the External Welfare team in a timely manner and to a professional standard. Ensure that all information is recorded on the Charity’s database and that appropriate information is shared with the identified correct end user within the required timeframe.
  • Be responsible for ensuring that all animal intake paperwork, including boarding records, are completed to a high standard, and within the required timeframes, including ensuring that all welfare and health checks/interventions are completed at the required time and report any deficiencies to the Head of External Welfare.
  • Assist the Head of External Welfare to create staff rotas.
  • Update the relevant managers and team leaders regarding planned intakes, capacity at the A.R.C. and animals preparing to move to the Farm, including RSPCA updates as agreed with the Head of External Welfare. Assist the Head of External Welfare to populate the monthly KPI figures.
  • Liaise with contractors, including referral centres, ensuring that the correct documentation is kept and shared, as agreed by the Head of External Welfare.
  • Be responsible for orders, assisting with arranging events and arranging overnight stays, as agreed by the Head of External Welfare.
  • Be responsible for the safe handling, storage, postage and returns of any passports.
  • Follow up on and report any incidences where visits have fallen out with of procedure timeframes.
  • Take responsibility for any follow ups, for actions required and log all data accordingly.
  • Ensure excellent standards of record keeping in line with Charity policy and GDPR.
  • Develop relationships with other departments and work together for the benefit of the charity.
  • Plan and attend meetings within and between departments as required.
  • To deal with confidential information discreetly and appropriately.
  •  Ensure an efficient service and follow the “Supporter Experience Charter”.
  •  Follow Health and Safety procedures, policies and measures at all times and assist the office in doing so.


This is not an exhaustive list of all of the duties that may need to be undertaken. It may be necessary to undertake other duties in order to fulfil the objectives of the charity.

person Specification

Education & Qualifications
  • A high level of general education
Experience & Knowledge
  • Previous administrative experience
  • Knowledge of equine conditions and ailments
  • An up to date knowledge of equine welfare practices and policies
  • Previous experience of working within the equine welfare sector, third sector or in an equine veterinary practice (Desirable)
Application / Interview
Skills & Competencies
  • Excellent written and verbal communication skills
  • Strong organizational skills including attention to detail and multi-tasking skills
  • Strong working knowledge of Microsoft Office
  • Be able to work in a busy environment
  • Have the ability to maintain high standards and demonstrate accuracy and the ability to be thorough in your work
  • Good relationship builder who can develop effective working relationships.
Application / Interview
Personal Attributes
  • Have a polite, friendly and approachable manner
  • Possess the ability to promote a professional image of the charity at all times, both in and out of work
  • The ability to learn quickly and adapt to various situations
  • Flexibility and willingness to work out of contracted hours on occasions where required
  • Able to travel across site(s)