Membership & Charity Administrator (Herefordshire)
Employer: Woodland Heritage
Location: We can offer flexible and/or hybrid working. Our main office is at Whitney Sawmill in Herefordshire. Candidates will be required to work at the Whitney Sawmills office a minimum of 1 day per week.
Temporary: Fixed term of two years
Working hours: The role is part-time, 3 days / 22.5 hours per week with occasional planned evening and weekend working as required.
Salary: £24,000 (pro rata 3 days per week £14,400)
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Purpose
If you want to work with wonderful people and make a positive impact on our woodlands and wood culture, then being Membership and Charity Administrator at Woodland Heritage is the perfect opportunity for you!
As Membership and Charity Administrator you will enable the smooth running of the charity by delivering important parts of the charity’s administration. Here your organisational skills and focus on solutions will come into their own.
This will be a core part of how Woodland Heritage achieves its mission and will be an incredibly rewarding and varied experience for someone with the right skills, experience and can-do attitude.
Woodland Heritage is creating a thriving UK wood culture that benefits our environment, all people and our economy. We do this by championing the good use of home-grown timber from sustainable, productive woodlands for the benefit of present and future generations. Through a combination of demonstration sites, research, education, membership and outreach, we build on the wisdom and skills of the past to weather the challenges of tomorrow.
About the role
● The role is part-time, 3 days / 22.5 hours per week with occasional planned evening and weekend working as required.
● Options for flexible and hybrid working, with 1 day per week at the Whitney Sawmills office (see below)
● 25 days plus Bank/Public holidays as paid leave (pro rata)
● £24,000 (pro rata 3 days per week £14,400)
● Fixed term of two years
● Your line manager will be the Engagement Manager
● Employer contribution from www.nestpensions.org.uk
We can offer flexible and/or hybrid working. Our main office is at Whitney Sawmill in Herefordshire. Candidates will be required to work at the Whitney Sawmills office a minimum of 1 day per week.
All other terms and conditions will be as per your contract. More details are available via our staff handbook which can be provided to shortlisted candidates.
About you
You will be organised, have excellent attention to detail and the ability to prioritise and manage a varied workload. You will have strong written and verbal communication skills. You will provide excellent customer service while addressing both internal and external enquiries. Full training will be given to the right candidate.
You will join a small, dedicated team of staff and a wider group of passionate trustees. Everyone will want you to succeed and will support you along the way.
Essential skills
● Commitment to the vision and values of Woodland Heritage and a desire to bring about positive change in the relationship between people and woodlands
● Demonstrable experience of outstanding customer/donor/supporter service
● Demonstrable experience of excellent administration, and the development of efficient systems and processes
● The ability to work effectively as a key part of a small team
● Excellent all-round communication and customer service skills
● Ability to prioritise a varied workload and good organisational skills
● Valid UK driving license. Though much of your travel could use public transport, there are locations which will be challenging to reach without access to a car
● Good level of technical skill which helps you make the most of remote working, Google Workspace, digital communication and the innovation that technology can bring to a small organisation
Essential qualities
● A proactive approach and problem-solving attitude with an ability to show flexibility
● Personal drive, energy, integrity, adaptability and responsibility
● Enthusiasm, honesty, loyalty
● A clear thinker who can work independently when required, but is also a team player
● Good listener and able to efficiently carry out instructions
● Meticulous record keeping, neat and orderly work style
● Able to show initiative, but when required, carry out tasks as expected
Desirable skills and experience
● Experience within the charity sector
● Experience of membership programmes, both for individuals and organisations
● Experience of small organisation or charity finance systems
● Interest or experience in digital media: website updates, Social Media, mailing facilities.
● Knowledge of woodlands, forestry, timber production and use, climate change
Your work
A. Membership
● Maintain and develop upon the membership journey, from onboarding to renewal and beyond
● Use our CRM, Beacon, as a powerful tool to create a remarkable membership experience ensuring adherence to GDPR
● Use your people skills to make personal connections with members at all stages in their journey, keeping key information up to date in the CRM
● Support the Chief Executive and Engagement Manager, with the recruitment and retention of members
● Deliver communications to members, such as email news; liaising with colleagues and suppliers to drive engagement with members
● Report on the membership programme to the staff and trustee team
B. Administering the charity
Finance and regulation
● Support the Chief Executive and staff team with the management of the Charity’s finances alongside the charity’s accountants and bookkeeper
● Ensure Gift Aid declarations are up to date and submit to HMRC each month via Beacon
● Support the Chief Executive and staff team with the annual audit and the requirements of the Charity Commission
● Regular finance tasks: manage incoming invoices and payment queries
● Carry out month-end tasks to support the bookkeeper
● Carry out occasional administration on banking for staff and trustees
Systems and processes
● Through hybrid working, be a physical presence at Whitney Sawmills and a welcoming and engaged presence to members and supporters as the first point of contact for the charity
● Administer software for the team: Google Workspace, (our operating system), Quest (the HR System), Beacon (CRM), Squarespace, Microsoft
● Continually improve the administration of the charity
Income and fundraising
● Support the Chief Executive with the administration and operations of income and fundraising
● Support the thanking and banking process of donations and income
C. Supporting the Chief Executive, Trustees and staff team
● Support the Chief Executive and staff team with ad hoc administration and operational requirements
● Support charity initiative and events such as Open Woods & Workshops, the AGM, and the Woodland to Workshop course
● Assist with preparation for trustee meetings. You may occasionally be asked to attend the monthly evening trustees meeting (1-2 hours 6pm onwards), with advance notice.
● Support the Engagement Manager with the delivery of educational grants and bursaries
● Support the trustees with their work for the charity including technical and other administrative assistance.
● Other duties whether administrative, membership, or finance based as required.
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