Area Administrative Officer

Job summary

Forest Services, part of the Forestry Commission, are the Government's forestry experts. We work to protect, improve and expand England's woodlands and forests, supporting the forestry sector through professional advice, regulation, partnerships and grant funding. Through our work, we help ensure England's woodlands are sustainably managed, resilient and able to deliver environmental, economic and social benefits for future generations.

Job description

Role Purpose

To provide comprehensive administrative, operational and office management support to the Area Team, ensuring the efficient running of the office, supporting governance and stakeholder activities, maintaining records and systems, and coordinating local operational, health and safety, learning and development, and financial processes.

Key Responsibilities

Administrative and Office Management

• Monitor and manage incoming communications, including email, telephone enquiries, post and visitors.
• Coordinate general office management activities, including maintenance contracts and services such as biomass boilers, cleaning contracts, printers, kitchen facilities and office equipment.
• Liaise with Estates and external contractors regarding building maintenance and repairs.
• Organise and coordinate internal team meetings, including scheduling, room bookings and meeting logistics.
• Book travel and accommodation for team members as required.
• Manage and maintain paper and electronic records in accordance with organisational policies and records management procedures.
• Maintain the Area Team SharePoint site, ensuring information is accurate, accessible and up to date.

Committee and Stakeholder Support

• Act as Secretary and provide administrative support for Forestry and Woodland Advisory Committee (FWAC) meetings.
• Coordinate meeting logistics, including venue bookings, catering arrangements, agenda preparation and distribution of meeting papers.
• Support stakeholder engagement events by:

Planning and Business Support

• Monitor and triage planning application consultations received through the dedicated mailbox, ensuring timely allocation and response.
• Provide administrative support to the wider Area Team as required by the Area Director and senior management.

Finance and Asset Management

• Raise purchase orders and process invoices for payment in accordance with organisational procedures.
• Maintain the local asset register and ensure records remain accurate and up to date.
• Manage the electronic filing and retention of local financial records.
• Liaise with the national Finance Team regarding financial administration and related queries.

Health, Safety and Business Continuity

• Support the implementation and administration of local Health and Safety procedures.
• Maintain the local Health and Safety Resumption Diary.
• Administer Health and Safety systems, including lone working arrangements and associated monitoring systems.
• Ensure routine checks of safety equipment, first aid supplies and related resources are completed and recorded.
• Carry out weekly and monthly fire safety inspections and checks.
• Act as a designated Fire Marshal for the Bucks Horn Oak office as part of the local Fire Marshal team.

Local Infrastructure Management (LIM)

• Act as the local point of contact for IT-related issues.
• Liaise with IT support teams to resolve technical issues affecting Area Team members and office operations.

Learning and Development

• Act as Learning and Development Coordinator for the Area Team.
• Maintain accurate and up-to-date training records and learning management systems.
• Coordinate and arrange local training activities, workshops and development opportunities as required.

Please note that the duties listed above are not exhaustive and may be amended to meet the changing needs of the business. This role forms part of a team of two Administrative Officers who work collaboratively to provide support across the Area Team. Responsibilities are shared across both postholders, who are expected to provide mutual cover and flexibility in undertaking duties as required.

Occasional travel may be required, including infrequent overnight stays.

Person specification

Essential criteria

• Excellent organisational and administrative skills.
• Strong communication and stakeholder management abilities.
• Ability to manage multiple priorities and work independently.
• Proficiency in Microsoft Office 365, SharePoint and online collaboration tools.
• Strong attention to detail and record management skills.
• Applicants should hold a minimum of five GCSEs/Standard Grades (or equivalent) at Grade A-C, including English and Mathematics, or be able to demonstrate significant experience in an administrative position.
  Financial administration experience, including purchase orders and invoice processing.
• Please ensure your application clearly demonstrates how you meet each of the essential criteria, providing relevant examples from your skills, experience and achievements.

Desirable criteria

• Experience of organising meetings, events and committee support activities.
• Knowledge of health and safety administration and office management practices.
• An interest in forestry, woodland management, environmental conservation, or the natural environment.

Behaviours

We'll assess you against these behaviours during the selection process:

• Delivering at Pace
• Working Together
• Managing a Quality Service
• Making Effective Decisions

Technical skills

We'll assess you against these technical skills during the selection process:

• At interview you will also be required to undertake basic Excel and SharePoint exercises.

Benefits

Alongside your salary of £30,105, Forestry Commission contributes £8,721 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• A Civil Service pension.
• A range of family friendly benefits.
• An environment with flexible working options.
• Learning and development tailored to your role.
• A culture which promotes a diverse and inclusive work environment.
• A range of wellbeing benefits including discounted Civil Service Healthcare, access to an Employee Assistance Programme 24/7, Bike to Work Scheme, plus many more.
• 25 days annual leave, with 1 additional day for each years’ service up to 5 years (pro rata), plus 10.5 bank holidays/privilege days (pro rata).
• Ability to buy or sell 5 days annual leave.
• 3 days volunteering per year (pro rata).

We aim to provide a great place to work, whichever location you work from. Blended working forms part of our flexible and inclusive approach to future ways of working. It is an informal arrangement which gives you the option to work some of the week from home, and some of the week from our Forestry Commission workplaces, subject to role requirements, business needs, and regular review. Informal blended working arrangements will be available as agreed with the line manager.

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