Estate Secretary (Dodington Park Estate)

Dodington Park Estate is on the boundary between South Gloucestershire and the county of Bristol, balanced on the Cotswold Escarpment. At the centre of the estate is Dodington House, an 18th Century Georgian mansion which is currently being used as a private home.

We are currently looking for an Estate Secretary; when you come to work at Dodington Park, you’ll be joining a team of dedicated employees who work towards the renovation and maintenance of the house and surrounding estate, where we always strive to achieve the highest possible standards of work and craftsmanship.

• Provide PA support to the Estate Manager and Head of Trades including tasks, inbox and calendar.
• Manage diaries and correspondence.
• Capture daily instructions, update relevant information and ensure sign-off documents are filed and accessible.
• Manage the Standard Operating Procedures and Process Flows, communicating changes.
• Manage project folders to ensure relevant information is saved/archived.
• Maintain the Estate electronic filing system.
• Maintain the Estate photo archive.
• Preparing minutes of weekly team meetings, including Health & Safety information.
• Record keeping of goods in/out of the Estate and arrange deliveries of items accordingly.
• Asset verification for Finance.
• Vehicle Fleet Management: Keep up to date list of vehicles, arrange MOTs, servicing, repairs and vehicle tax payments.
• Order refreshments and stationery.
• Raise and receipting purchase orders.
• Check credit card claims.
• Manage petty cash.
• Provide cover for the producing of maps and plans from the Estate mapping system.
• Record observations, near misses and accident information and produce statistics at the end of each quarter.
• Save team toolbox talk and inspections and produce statistics at end of each quarter.
• Keep list of Contractors insurance details up to date and maintain the Approved Contractors list.
• Coordinate Estate wide training, learning and development arrangements.
• Organise and manage Estate social events.
• Ensure driving licence information is updated throughout the year and annually. Report to our Insurer, as needed.
• Ensure Estate noticeboard information relevant and up to date, including First Aid information.
• Update the organisational chart, contacts list and photo book.
• Assist with the Estates Archiving Project.
• Assist with health surveillance.
• Arrange approved visits to the Estate.
• Contribute to producing the annual Estate budget.
• Ad hoc Health & Safety requirements, including in relation to legal compliance. Working with the H&S representative/Consultant, as needed.
• Ad hoc Finance administration including policy reviews.
• Ad hoc HR support.
• Any other ad hoc duties.

• Excellent organisational skills.
• Highly computer literate.
• Professional manner.
• Experience in a similar position for senior management/directors.
• Confident communication skills, with the ability to interact with individuals from a range of backgrounds.
• Proactive and flexible approach to work.
• Willing to take responsibility and ownership for tasks.
• Strong sense of discretion, appreciating the confidentiality of the work.
• Keen to suggest improvements to current ways of working.
• Ability to work autonomously when required, whilst still possessing strong teamwork skills.

Our employees are offered a competitive reward package, including the following benefits: Discretionary bonus scheme, Pension scheme, Life assurance, 27 days holiday (plus bank holidays), Learning and development opportunities, Charitable Giving via payroll (Give as You Earn), Cycle to work scheme, Employee Assistance Programme, Access to product discounts, Free parking.

To increase your chances of being shortlisted please submit a covering letter in addition to your CV clearly addressing how you meet the criteria outlined above and including details of your required package.