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Administrative Assistant

Bug life


Posted over 30 days ago...

Join the vital mission of biodiversity conservation with Buglife as an Administrative Assistant and be part of a passionate team dedicated to making a real difference.


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Peterborough, UK - Hybrid

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In-person- Peterborough United Kingdom

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Expires at anytime

Buglife is not just a charity, it's a beacon of hope for the conservation of biodiversity. As an Administrative Assistant at Buglife, you'll be at the heart of our operations, ensuring the efficiency and effectiveness of our administrative processes that are crucial to our mission of protecting the natural world.

Role Summary:

  • Manage supporter and contact reports in collaboration with the team.
  • Handle filing and Gift Aid declaration tasks accurately.
  • Take charge of processing all income and banking procedures.
  • Coordinate meetings, take minutes, and handle correspondence.
  • Prepare reports and maintain a robust filing system.
  • Ensure smooth logistics for meetings, including room and catering arrangements.
  • Create and edit documents using office software.
  • Maintain office equipment and supplies.
  • Conduct research and compile information for presentations.
  • Update office policies and maintain contact lists.
  • Arrange travel and manage expense reports.
  • Provide support and act as the main contact for internal and external clients.

Role Requirements:

  • At least 1 year of experience in an administrative role.
  • Strong communication and interpersonal skills.
  • High level of discretion and ability to handle sensitive information.
  • Excellent organizational skills with the ability to prioritize and meet deadlines.
  • Attention to detail and commitment to policies and procedures.
  • Proficiency in Microsoft Office Suite.
  • Ability to work effectively both in a team and independently.
  • Pragmatic, innovative, and enthusiastic with a knack for motivation.

To apply, email your CV and a cover letter explaining why you're the ideal candidate to support our work with pollinators. Applications close on Friday, 29 March 2024, and in-person interviews will follow on Wednesday, 3 April 2024.

Buglife, a dynamic and forward-thinking conservation charity, is seeking a dedicated individual to join us as an Administrative Assistant. This is a unique opportunity to contribute to the smooth operation of our Admin systems and processes, supporting our mission to preserve and protect biodiversity.

The role entails running supporter and contact reports in collaboration with other colleagues; Prompt and accurate filing of all paperwork relating to supporters; Ensuring Gift Aid declarations are valid and recording them accurately on database; Processing all income received, logging this on databases; Ensuring regular banking of all cheques and cash received; Maintaining the funding paperwork / contracts; Organising and scheduling appointments; Plan meetings and take detailed minutes; Write and distribute email, correspondence memos, letters, faxes and forms; Assist in the preparation of regularly scheduled reports; Develop and maintain a filing system; Coordinate logistics for meetings, including room setup and catering; Uses word processing and presentation software to create and edit documents; Operate and maintains office equipment, including printers, copiers, and fax machines; Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand; Research as requested and compiles and summarises information for reports or presentations; Update and maintain office policies and procedures; Maintain contact lists; Book travel arrangements; Submit and reconcile expense reports; Provide general support to visitors; Act as the point of contact for internal and external clients.

Job requirements include a minimum of 1 year of experience in an administration role, effective communication and interpersonal skills, ability to handle sensitive information with discretion, well-organised and self-motivated individual who can plan, prioritise work, and meet tight deadlines with ease, keen eye for detail and adherence to policies and procedures, proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), previous experience operating filing systems, confident and persuasive manner, coupled with a professional, flexible, and positive approach, ability to work effectively as a member of a team or independently, with or without direct supervision, and pragmatism, innovation, enthusiasm, and the ability to motivate others.

Benefits include 23 days annual leave plus bank holidays and a paid Christmas shutdown period, access to an Employee assistance programme and additional wellbeing support through Thrive, and a half day off on the last Wednesday of every month to support your wellbeing.

To apply please email your CV and a covering letter explaining why you are the best person to support our work with pollinators via the form below. Closing date for applications: Friday 29 March 2024. Interviews will be held, in person, on Wednesday 3 April 2024.


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