Office Coordinator in Oxford

Location: Office (Oxford)

Contract: Fixed Term (6 months): 15 hours (0.4 FTE) over 5 days.

Salary: 25K (FTE)

Reports to: Operations Director

Department: Operations

Organisation: Freshwater Habitats Trust

About Freshwater Habitats Trust

Freshwater Habitats Trust (FHT) is the UK’s leading charity concerned with protecting biodiversity in all freshwater habitats. We are a friendly, evidence-based, conservation charity that works to protect UK and European freshwater wildlife through practical and innovative nature conservation projects. Our organisation is well respected nationally and internationally, and we work with a network of statutory, NGO and private partners both in the UK and Europe.

Freshwater Habitats Trust was originally founded in 1988 (as Pond Action) and has a substantial track record of originating new ideas through research in freshwater biodiversity conservation to inform and drive our practical conservation and policy work. FHT is based in Oxford, with key regional hubs in the south, the Midlands, the north of England and Wales. However, we work nationally with practical projects throughout England, and out-posted staff based from Cornwall to Yorkshire. We also work with partners on research and policy projects in the UK and internationally.

Since 2017 we have seconded staff to the Newt Conservation Partnership (NCP), a new Community Benefit Society established by NatureSpace, Amphibian and Reptile Conservation (ARC) and FHT, to create and manage habitats for the NatureSpace District Licensing scheme for great crested newts. NCP now employs nearly 20 people seconded from either FHT or ARC. NCP is an independent organisation, with its own Board of Directors and a core team seconded from FHT and ARC.

Freshwater Habitats Trust operates mainly by running projects of variable size, length and duration to protect and enhance freshwater biodiversity. The income generated maintains core activities including fundraising and communications. Individual project budgets vary from a few thousand pounds to £1-2 million, the latter typically running on 13-year cycles with some now extending over 30+ years.

Role

The Office Coordinator plays a pivotal role in a dynamic and mission-driven organisation. This position would suit someone looking for a varied role in which they can make a difference in a fast-growing national charity, which is committed to reversing the decline in freshwater biodiversity. As well as coordinating the day-to-day running of our main office in Oxford, the Office Manager will also cover some HR, IT, events planning and Board administration. The position offers huge potential for learning and development for the right person.

Key Responsibilities

• Facilities Coordination

• Keep our reception area tidy and welcoming, greet visitors, and handle incoming calls and enquiries.
• Management of the organisations email inbox coordinating timely responses to emails.
• Look after the day-to-day running of the Oxford office, making sure everything stays clean, tidy, safe, and well organised.
• Take care of everyday admin like mail, couriers, scanning, archiving, secure waste disposal, plant watering, and general housekeeping checks.
• Order office supplies, equipment, and services when they’re needed.
• Liaise and be main point of contact with the landlord (Oxford City Council), for any maintenance, repairs, or building issues, and keep good relationships with tenants and subtenants.
• Coordinate Health & Safety building requirements such as PAT Testing. Order and issue health and safety equipment to staff as required.

• IT Coordination

• Be the main point of contact for Get Support IT Services logging issues, tracking progress and escalating IT issues as required.
• Carry out activities to support IT Security.
• Trouble-shoot problems with office equipment and services e.g. printers, phones, Wi Fi, and other equipment.

• HR Support

• Coordinate events for FHT e.g. Team Meetings, Staff Away Day.
• Coordinate the recruitment process, including drafting and posting job ads, setting up interviews and collecting references.
• Help prepare contracts and coordinate induction programmes for new starters.
• Keep employee records up to date and update system as appropriate.

• Board Administration

• Coordinating Board meetings and taking Board minutes and following up on actions.

Person Specifications

EXPERIENCE / SKILLS

• At least two years work experience in a comparable office management role.
• Experience of working in a charity or small organisation.
• Experience of facilities management.
• Previous experience or exposure to HR.
• Practical experience of organising meetings and events, taking minutes.
• Practical IT literacy in word processing, spreadsheets, email.
• Excellent general literacy and numeracy.
• Ability to prioritise workloads and meet deadlines.
• Experience of Health and Safety at work regulations and implementing them.

PERSONAL QUALITIES

• Excellent interpersonal skills, approachable, professional and courteous.
• Excellent attention to detail and able to deliver on time.
• Willing to help out with routine tasks when needed.
• Prepared to work flexibly.
• Able to work across a wide spectrum of activities.
• Able to communicate effectively at all levels.
• Positive and self-driven.

What we have to offer

At Freshwater Habitats Trust we value employees' unique views and encourage them to develop their interests. Besides paying a competitive salary we also offer the following benefits:

• The option to work flexibly.
• Pension with 6% employer contribution.
• Free eye tests.
• Free Employee Assistance Program.
• 25 days annual leave.