Project Administrator, Headstart in Oxford

What is Headstart? Headstart is an ambitious, multi-partner programme transforming headwater restoration across England, developing a new approach to freshwater conservation which capitalises on the exceptional benefits of working with small waters. Co‑led by Anglian Water and Freshwater Habitats Trust, the project is working with seven water companies, a range of conservation organisations, regulators, researchers, landowners and delivery partners. The programme is testing practical, large‑scale approaches to improving biodiversity, water quality, flow and wider ecosystem services across six demonstration catchments in England. The central objective of the project is to create a new policy and regulatory environment which capitalises on the potential of working in headwater catchments. We anticipate having a significant influence on the evolving policy framework for the water environment, including through engagement with the Clean Water Bill and associated reforms. The project will also create the water sector’s first dedicated headwater decision‑support toolkit, helping organisations target upstream interventions where they can deliver the greatest environmental and value‑for‑money impact. Headstart is designed to move headwater restoration from small‑scale pilots into mainstream planning and long‑term investments, making this a rare opportunity to contribute to a nationally‑significant programme which will have lasting influence on the future of water management.

Role: This role provides essential administrative and financial support to ensure the smooth running of the Headstart programme. You will support financial tracking, administration, governance and coordination across partners.

Key Responsibilities / Activities

• Programme Administration: Provide day‑to‑day administrative support to the Headstart programme, ensuring activities are well organised and delivered efficiently. Maintain programme documentation, meeting records, action logs and filing systems to ensure information is accurate, accessible and up to date. Support the coordination of meetings, workshops and events, including scheduling, preparation of materials and note‑taking. Assist with tracking programme milestones, deliverables and actions to support overall delivery.
• Financial Administration: Support the monitoring of programme budgets, expenditure and financial records, ensuring accuracy and consistency. Process invoices, expenses and financial documentation in line with organisational procedures. Assist with maintaining clear records of financial commitments, procurement and contract spend. Support preparation of financial reports and updates for internal teams, partners and funders. Help maintain audit trails and ensure compliance with funding requirements and organisational processes.
• Procurement and Contract Support: Assist with procurement activities, including obtaining quotes, preparing documentation and tracking approvals. Maintain records of contracts, agreements and supplier information. Support contract administration to ensure documentation remains complete and up to date.
• Governance and Reporting: Support programme governance processes by coordinating reporting schedules and preparing documentation for meetings. Assist in compiling progress reports, briefings and supporting materials for governance groups and partners. Help ensure that programme records, decisions and risks are clearly documented and accessible.
• Partnership and Coordination Support: Act as a point of contact for administrative queries from partners and stakeholders. Support effective communication across the programme by ensuring timely sharing of information and updates. Assist in maintaining positive working relationships across a wide range of partners and collaborators.
• General: Develop a strong understanding of FHT’s strategy for freshwater biodiversity conservation and reflect the organisation’s priorities and values in your work. Maintain and build your knowledge of relevant conservation practice and evidence, with a particular focus on freshwaters and associated habitats. Take responsibility for your own health and safety and contribute to safe working practices across the organisation. Participate positively in team, organisational and partnership meetings, contributing to a constructive and collaborative working environment. Maintain appropriate records and provide progress updates in line with organisational and project requirements.

Person Specifications

• Experience/skills: Experience in an administrative, finance or project support role. Experience of supporting budgets, financial tracking or bookkeeping processes. Strong organisational skills, with the ability to manage multiple tasks and priorities. Experience of maintaining accurate records and documentation. Good written and verbal communication skills. Experience of coordinating meetings or events. Good IT skills, including MS Office (particularly Excel). Attention to detail and accuracy in financial and administrative work. Experience working in a multi‑stakeholder or project environment (desirable). Interest in environmental or conservation work (desirable).
• Personal qualities: Highly organised and methodical approach to work. Reliable and proactive, with the ability to work independently. Strong attention to detail. Collaborative and team‑oriented. Good interpersonal skills, approachable and professional. Ability to manage workload and meet deadlines. Willingness to learn and adapt in a dynamic programme environment.

What we offer: Freshwater Habitats Trust offers the following benefits: The option to work flexibly between home and office. 35‑hour work week (FTE). Accommodation, subsistence and mileage paid when travelling for work purposes. FTE 25 days of annual leave plus bank holidays. Pension with 6% employer contribution. Contribution of £30 towards eye tests. Free Employee Assistance Programme. Freshwater Habitats Trust is an equal opportunity employer. We encourage applications from candidates of all backgrounds and experiences.