Estates Administrator (part time)
Application close date:May 14, 2021
Interviews to be held:May 24, 2021
This is a new role within the busy Estates department.
We are looking for candidates who are experienced in an admin role who are familiar with land management/estates management who can quickly get up to speed and are able to help set up a smooth and efficient estates admin support function to a busy department.
This will be a varied role supporting both the Bransby and Barlings sites
• Providing admin support to the Estates Manager (EM), Assistant Estates Manager (AEM) and Estates Team Leader (TL)
• Estates Team
• All of Bransby Horses supporting teams
• External contractors such as suppliers and ground works contractors.
Working Hours: 19
Annual Salary / Pay Per hour: £18868 - £20818 pro rata
Main Purpose of the Job:
The Estates department is responsible for the care of all grassland areas, trackways, fencing, tree and hedge care and supporting equine yards with forage and muck management.
This is a key role within the department. The aim of this role is to provide logistics and admin support, managing routine purchasing of supplies and consumables, completing KPI’s, managing the upkeep of our Land Databases and other key records. Providing admin support to estates works projects and capital development projects, managing and administering team meetings and provide general admin support to the Head of Estates and Estates Manager.
• Responsible for keeping the land mapping system up to date in a timely manner, this includes working with relevant parties to ensure that key utilities and services are mapped and locations kept up to date.
• Responsible for keeping the land database up to date with fencing, field shelters, hedging and land treatment records.
• Ensure forage usage sheets are handed in regularly and forage usage records are kept up to date. Ensure deliveries of hay and straw are recorded accurately and ensure stock levels are updated on a regular basis.
• Ensure that records are kept in a way which ensures the charity remains compliant with its responsibilities.
• Maintain an upkeep the Estates asset register.
• Be responsible for managing stock levels of key consumables such as workshop consumables and red diesel
• Ensure that all purchases are authorised, processed and accounted for in the correct budget line.
• Process ad hoc requests for purchasing supplies from the TL, AEM or EM in a timely manner and in line with procedures
• Assist with research on potential equipment purchases and provide purchasing support on capital development projects and complex equipment orders
• Take opportunities to increase the best value of consumables for the charity bearing in mind quality and price at all times.
• Managing the scheduling, invites, agenda and minutes for the team meeting
• Provide general admin support to the Head of Estates and Estates Manager and others in the team where necessary
• Organise and maintain the shared department drive and paper filing systems
• Support with other logistics and admin tasks such as organising repairs or services for agri-fleet and providing insurance information to the finance team.
• Promote Bransby Horses and its work to all visitors and members of the public and ensure an efficient service in line with the Bransby Behaviours.
• Ensure an efficient service and demonstrate the Bransby Behaviours.
• Deal with confidential and sensitive information appropriately following Data Protection and GDPR procedures at all times.
• Read, understand and observe the requirements of Health and Safety Policy and Procedure at all time.
• Develop relationships with other departments as required and work together for the benefit of the charity.
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.
• A good standard of education to include GCSE English, Maths & Science or equivalent.
• Previous administrative experience in a busy office role.
• A basic understanding of the agriculture/farming industry is essential.
• Up to date knowledge of estate and grassland care practices and policies is desirable.
• Experience, understanding or knowledge of equine care/welfare is desirable.
• Basic knowledge of management of agricultural vehicles and equipment is desirable
• Excellent written and verbal communication skills with the ability to communicate effectively with a diverse range of people.
• Strong organizational skills including attention to detail and multi-tasking skills.
• Strong working knowledge and competent user of Microsoft Office (especially Excel), previous experience of land mapping software is desirable.
• Have the ability to prioritise workload and adopt a flexible approach to working
• Have the ability to maintain high standards and demonstrate accuracy and the ability to be thorough in your work.
• Proven ability to develop effective and positive working relationships.
• 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.
• Can-do attitude, ‘hands- on’ and proactive and uses own initiative.
• Ability to follow instructions but make sound judgements and ask questions when required
• Honest and professional to ensure that confidential and sensitive information is handled with integrity and in line with Bransby Horses procedures and regulations
• Ability to travel across site and to sites within UK.