Office Administration Assistant

at  Hawk Conservancy Trust

OVERVIEW:

We are looking for someone to fill an important and exciting role at the award-winning Hawk Conservancy Trust. As our Office Administration Assistant, you will work as part of our exceptional team who are an integral part of all of our operations. You will be providing the highest levels of customer service and supporting the work of the Hawk Conservancy Trust.

ACCOUNTABILITIES

Accountable to the Office Administration Manager, the Chief Executive and Directors of the Hawk Conservancy Trust for the smooth running of the Office Administration department.
Accountable to the Visitors and Supporters of the Trust to ensure true representation of the Trust, its work and products.

EXPERIENCE

The ideal candidate will have experience from:
· A minimum of 2 years’ experience in a retail, customer service or reception role
· Working on projects independently with close coordination with other team players
· Assisting customers by email and phone
· Working with a computer booking system or similar

SKILLS AND QUALITIES

Key attributes include:
· Outstanding customer service and sales skills and efficient, pleasant and professional communications, written and verbal
· Strong organisational skills including close attention to detail
· Strong work ethic, going above and beyond to get tasks done and look for new opportunities to contribute
· Self-starter, able to use own initiative with guidance and support
· Excellent problem-solving skills with the ability to research and highlight issues encountered, and an aptitude for helping people
· Ability to engage with and develop relationships with our customers
· Team player, sharing the workload and stepping forward to assist others as well as communicating well within the team on tasks and information sharing
· Eager to learn and develop, taking pride in the Trust’s work and their own
· Keen sense of ownership of tasks (even if shared)
· Strong task focus and able to ensure projects reach completion in a timely manner
· Robust analytical and numerate skills
· Computer Literate: MS Excel, Word, Outlook; able to learn new software systems
· Work well under pressure
· Be detail-oriented, proactive and conscientious
· Be an excellent, polished communicator, both verbally and through writing.
· Resilient, adaptable and flexible
· Trustworthy

PURPOSE AND OBJECTIVES

Support the Office Administration Manager in the provision of administration services including adoption and membership schemes, processing orders and handling enquiries.
Promote the Hawk Conservancy Trust as both a visitor attraction and conservation charity to visitors, members, donors and supporters with the overall aim of increasing visits to the centre and support of the conservation work undertaken by the Trust.
Ensure that all administration communications are accurate, professional, and correct, adhere to the brand guidelines and professionally represent the Trust as a leader in bird of prey conservation and as an award winning visitor attraction.

DUTIES AND KEY RESPONSIBILITIES

Responsible to the Office Administration Manager and Chief Executive for the following but not limited to:
· Handling all ranges and levels of interaction with customers via phone, email and other communication channels;
· Delivering a high standard of customer service in all aspects of the role;
· Processing phone and online sales orders efficiently and accurately;
· Receiving and recording booking and ticketed event information;
· Providing general telephone reception, processing of email enquiries and other correspondence;
· Supporting management of the membership programme and the premium adoption scheme;
· Taking ownership of the standard adoption scheme;
· Assisting with fund raising event administration, including active participation;
· Providing administrative support to the CEO and the management team;
· Providing occasional cover for staff in the Trust Shop and Feathers Restaurant;
· Flexibility to support the Office Administration department in covering office staff holidays;
· Contributing to the development of the Office Administration Team and to the overall teamwork of the Hawk Conservancy Trust;
· Contributing towards the smooth running of the Office Administration department.