Business administrator

Northumberland Wildlife Trust; Newcastle upon Tyne; On-site; GBP 22,000 - 28,000; Full time

Job summary

A UK-based conservation organization is looking for a Reception and Business Administrator to join their team in Gosforth. The role involves supporting operational tasks, handling communications, and managing administrative duties. Candidates should have relevant qualifications including GCSEs in English and Maths. Strong IT and organizational skills are essential, along with a proactive approach. This position offers an opportunity to contribute to wildlife conservation efforts and engage with a dedicated team.

Qualifications

• GCSE or equivalent in English (grade 4-9) required.
• GCSE or equivalent in Maths (grade 4-9) required.
• Relevant qualifications and industry experience welcomed.

Responsibilities

• Support team to achieve operational requirements.
• Answer and redirect phone calls and emails.
• Prepare administrative documents and files.
• Assist with supply ordering and purchase orders.
• Manage visitor greeting and logging.
• Coach others in administrative tasks.
• Maintain records and confidential information.
• Initiate and complete tasks effectively.

Skills

Administrative skills

Analytical skills

Attention to detail

Creative

Customer care skills

IT skills

Logical

Numeracy skills

Organisation skills

Patience

Presentation skills

Problem solving skills

Team working

Education

GCSE or equivalent in English (grade 4-9)

GCSE or equivalent in Maths (grade 4-9)

Job description

Northumberland Wildlife Trust are looking to recruit a Reception and Business Administrator to work within the Office in Gosforth to effectively support the reception, facilities, volunteering and H&S Team and fulfil general office duties including answering/redirecting telephone calls, responding to emails and general administration.

Responsibilities

• To support the team, in order to achieve the operational requirements
• Answering and redirecting telephone calls and messages via the main switchboard
• Answering and redirecting emails to relevant departments from the main email address
• Preparation of administrative documents and files arising from the work in H&S, volunteering and facilities
• Assisting with supply ordering (stationery/refreshments) and creating purchase orders
• Helping with the staff and volunteer uniform ordering process
• Dealing with the postal systems and franking mail
• Greeting visitors and signing them in
• Any other duties as directed by the team leader
• Skilled in the use of multiple IT packages and systems relevant to the organisation in order to write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
• Produces accurate records and documents including emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
• Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
• Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
• Demonstrates good communication skills, whether face‑to‑face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
• Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies it themselves to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best‑practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem‑solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
• Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Qualifications

• GCSE or equivalent in: English (grade 4-9)
• GCSE or equivalent in: Maths (grade 4-9)
• Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Required Skills

• Administrative skills
• Analytical skills
• Attention to detail
• Creative
• Customer care skillsInitiative
• IT skills
• Logical
• Numeracy skills
• Organisation skills
• Patience
• Presentation skills
• Problem solving skills
• Team working

Northumberland Wildlife Trust has been saving wildlife and wild places and helping people to get closer to nature since 1971. Connecting people with nature… We provide a range of educational events and activities for adults, families and schools at our visitor centres and nature reserves, to get people to value the natural world and stand up for wildlife. Caring for landscapes… We look after over 60 nature reserves in Newcastle, North Tyneside and Northumberland; places where wildlife can survive and thrive. Protecting wildlife… We manage habitat on our reserves, advise other landowners, run projects to help endangered animals and plants and campaign against development on green spaces. Working with volunteers… Over 600 volunteers support nature conservation, from tree planting to conducting surveys, planning fundraising activities and assisting with events and education sessions.