ARE YOU A SPREADSHEET WHISPERER WITH A LOVE FOR NATURE?

The National Botanic Garden of Wales is looking for a super-organised, detail-driven Administrative Coordinator to support our Horticulture, Nature Reserve, and Farm teams. You’ll be the glue that holds it all together, from managing diaries and data to coordinating meetings and keeping our admin running smoother than freshly oiled secateurs. If you’re great with people, and know your way around both a database and a daffodil, we want to hear from you.

JOB DESCRIPTION

Department: Horticulture, Learning and Nature
Responsible for: Horticulture, NNR & Farm Business Support
Level (if applicable): Administrator/Co-ordinator
Hours per week: 22.5
Salary Range: £24,715 (Pro-rata)

DESCRIPTION OF ROLE

The Co-ordinator is responsible for the seamless delivery of administrative support across Horticulture, NNR and Farm. The postholder will ensure that all administrative systems, records, and communications are maintained to the highest standards. This role supports the day-to-day operations of the Garden by managing diaries, coordinating meetings, processing correspondence, and compiling essential reports in the Horticulture, Learning and Nature Department.

MAIN DUTIES AND RESPONSIBILITIES

Administrative Systems Management:

• Develop and maintain both computerised and paper-based administrative systems in accordance with agreed security and confidentiality standards and policies.
• Ensure records are updated promptly and accurately.
• Working with such systems as Microsoft Office suite, Access Gamma and Sage Business Management systems.

General Administrative Support:

• Manage diary coordination, purchase ordering, filing, and departmental correspondence.
• Respond to enquiries from staff, visitors, and external contacts.

Meeting Coordination and Support:

• Arrange and coordinate meeting schedules, including booking and equipping meeting rooms.
• Circulate agenda items and prepare, type, and distribute minutes.

Report Compilation and Data Management:

• Retrieve, collate, and process data for the production of regular and ad-hoc management reports, NBGW’s Annual Report and communications for the Board.
• Assist in the compilation and distribution of management information.

Stakeholder Engagement and Communication:

• Engage with colleagues, visitors, and external stakeholders by answering queries and providing guidance.
• Foster an open and professional culture through clear and effective communication.

Stakeholder Engagement and Communication:

• Engage with colleagues, visitors, and external stakeholders by answering queries and providing guidance.
• Foster an open and professional culture through clear and effective communication.

Documentation and Policy Management:

• Co-ordinate and manage the filing and updating of department policies, procedures, and systems.
• Ensure all documentation is accurate, current, and accessible.

Cross-Departmental Collaboration:

• Collaborate with other teams within the Garden to ensure administrative efficiencies across functions.

A full job description is available on our website.
Please note: If interest is significant, we reserve the option to close the vacancy early and conduct interviews on an as required basis.
Job Type: Part-time
Expected hours: 22.5 per week

Benefits:

• Company events
• Company pension
• Cycle to work scheme
• Discounted or free food
• Employee discount
• Free parking
• Health & wellbeing programme
• On-site parking
• Sick pay
• Store discount

Work Location: In person
Application deadline: 23/05/2025
Reference ID: Horticulture and Nature Administrator Co-Ordinato