Area Administrative Officer

Role Purpose

To provide comprehensive administrative, operational and office management support to the Area Team, ensuring the efficient running of the office, supporting governance and stakeholder activities, maintaining records and systems, and coordinating local operational, health and safety, learning and development, and financial processes.

Key Responsibilities

Administrative and Office Management

• Monitor and manage incoming communications, including email, telephone enquiries, post and visitors.
• Coordinate general office management activities, including maintenance contracts and services such as biomass boilers, cleaning contracts, printers, kitchen facilities and office equipment.
• Liaise with Estates and external contractors regarding building maintenance and repairs.
• Organise and coordinate internal team meetings, including scheduling, room bookings and meeting logistics.
• Book travel and accommodation for team members as required.
• Manage and maintain paper and electronic records in accordance with organisational policies and records management procedures.
• Maintain the Area Team SharePoint site, ensuring information is accurate, accessible and up to date.

Committee and Stakeholder Support

• Act as Secretary and provide administrative support for Forestry and Woodland Advisory Committee (FWAC) meetings.
• Coordinate meeting logistics, including venue bookings, catering arrangements, agenda preparation and distribution of meeting papers.
• Support stakeholder engagement events by:

Planning and Business Support

• Monitor and triage planning application consultations received through the dedicated mailbox, ensuring timely allocation and response.
• Provide administrative support to the wider Area Team as required by the Area Director and senior management.

Finance and Asset Management

• Raise purchase orders and process invoices for payment in accordance with organisational procedures.
• Maintain the local asset register and ensure records remain accurate and up to date.
• Manage the electronic filing and retention of local financial records.
• Liaise with the national Finance Team regarding financial administration and related queries.

Health, Safety and Business Continuity

• Support the implementation and administration of local Health and Safety procedures.
• Maintain the local Health and Safety Resumption Diary.
• Administer Health and Safety systems, including lone working arrangements and associated monitoring systems.
• Ensure routine checks of safety equipment, first aid supplies and related resources are completed and recorded.
• Carry out weekly and monthly fire safety inspections and checks.
• Act as a designated Fire Marshal for the Bucks Horn Oak office as part of the local Fire Marshal team.

Local Infrastructure Management (LIM)

• Act as the local point of contact for IT-related issues.
• Liaise with IT support teams to resolve technical issues affecting Area Team members and office operations.

Learning and Development

• Act as Learning and Development Coordinator for the Area Team.
• Maintain accurate and up-to-date training records and learning management systems.
• Coordinate and arrange local training activities, workshops and development opportunities as required.

Please note that the duties listed above are not exhaustive and may be amended to meet the changing needs of the business. This role forms part of a team of two Administrative Officers who work collaboratively to provide support across the Area Team. Responsibilities are shared across both postholders, who are expected to provide mutual cover and flexibility in undertaking duties as required.

Occasional travel may be required, including infrequent overnight stays.

Essential criteria

• Excellent organisational and administrative skills.
• Strong communication and stakeholder management abilities.
• Ability to manage multiple priorities and work independently.
• Proficiency in Microsoft Office 365, SharePoint and online collaboration tools.
• Strong attention to detail and record management skills.
• Applicants should hold a minimum of five GCSEs/Standard Grades (or equivalent) at Grade A-C, including English and Mathematics, or be able to demonstrate significant experience in an administrative position.