Trust Administrator

Title: Trust Administrator 

Salary: £25k-£28k (pro rata, depending on experience) + Pension

Contract: Permanent (3 months probationary period)

Hours: Part-time (0.6 FTE / 3 days per week with some flexibility preferred

Location: Bristol office, plus scope for homeworking.

Responsible to: Chief Executive

About Bristol Avon Rivers Trust (BART)

Founded in 2012, the Bristol Avon Rivers Trust (BART) is a charity dedicated to restoring and protecting the rivers of the Bristol Avon. Guided by an evidence-based, ecosystem-wide approach, we focus on the health of the entire catchment, not just the rivers themselves.

BART began as a grassroots effort driven by a shared passion for waterways. Today, with 17 employees and an annual turnover of over £1 million, we manage multi-year projects funded by diverse supporters to preserve and enhance the Bristol Avon catchment.

We work with landowners, communities, businesses, farmers, and water companies to protect and rejuvenate rivers, lakes, and estuaries, delivering benefits for wildlife, local economies, and people. Our efforts help reduce costs for farmers and water companies and enhance public health while addressing the climate and ecological crises.

The post holder will join a growing, ambitious team delivering multi-benefit projects to protect and improve the Bristol Avon catchment, and the Trust Administrator will play a key role in supporting the smooth delivery of the Trust’s operations.

 Job summary and purpose

The Trust Administrator is responsible for maintaining the core administrative functions of the Trust to ensure the smooth operation of the charity, enabling its mission to ensure healthy rivers for wildlife and people.

Reporting directly to the Chief Executive, the Trust Administrator will work with a range of internal and external contacts to ensure routine business functions, human and physical resources, supporter and governance liaison are working well. The role will involve working closely with the Chief Executive, but also with other members of the team, Trustees, supporters and suppliers.

The role will require exceptional organisational skills, excellent interpersonal skills, an attention to detail, and working flexibly in an agile environment. Experience of organisational administration in the public, private or charity sector, and experience of HR, meetings administration and IT are essential while purchasing and negotiating with suppliers is desirable. A helpful and positive attitude is needed, as is a willingness to embrace flexible ways of working. Adherence to certain policies and procedures is essential, including requirements such as data confidentiality and upholding a culture of professionalism.

Whilst the role is predominantly aimed at internal support, including for Trustees and supporters, external liaison will be required with suppliers, funders, partners, and the public.

Duties and responsibilities

1. Organisational administration

• Take ownership of core business administrative functions including the office space, monitoring and maintaining resources, monitoring inboxes.
• Liaison and negotiation with, and purchasing from, suppliers and providers spanning IT, resources, insurance etc.
• Assist in the upholding of key policies and procedures e.g. security and safety checks.
• Coordinate routine governance procedures including organising and minuting meetings, filing returns, and communicating with Trustees.
• Coordinate routine HR procedures including recruitment and managing confidential records, including those of staff, supporters and volunteers.
• Coordinate external IT support; undertaking routine IT administration.
• Liaison with finance staff to facilitate the maintenance of timely and accurate financial records, including assistance with project claims where required.
• Executive assistance including diary management, event and meetings organisation.

2. Contributing to the work of the BART in general

• Contribute to delivering the Trust’s objectives
• Help maintain and enhance the Trust’s reputation through external contacts
• Undertake other duties that may be appropriate to the position

Person specification

3. Qualifications and required knowledge

ESSENTIAL:

• Educated to a degree level in a relevant field or equivalent professional experience in a relevant sector
• Knowledge of relevant administrative processes and procedures
• Understanding of managing contacts in a confidential manner
• Understanding of charity governance

DESIREABLE:

• Understanding of the environmental / freshwater sector

4. Experience

ESSENTIAL:

• Demonstrable experience of organisational administration in a team context
• Setting-up and maintaining efficient administrative systems
• Use of (essential) and routine administration of (desirable) office software applications e.g. MS 365
• Experience of managing external contacts
• Working alone and as part of a team

5. Skills & Competencies

ESSENTIAL:

• Highly organised and comfortable with agile working
• Clear and correct plain English writing ability
• Excellent telephone answering and calling skills, with a wide range of audiences, including suppliers, stakeholders, and the public.
• Excellent IT skills, including use of Office 365
• Excellent interpersonal and communication skills
• Excellent time and task management

DESIREABLE:

• Ability to negotiate and secure best value from suppliers

6. Personal Attributes

ESSENTIAL:

• Diligent and organised with an attention to detail
• Strong interpersonal skills and assertiveness
• Pro-active and innovative
• Open, transparent and flexible
• Commitment to a healthy freshwater environment
• Commitment to upholding professionalism

DESIREABLE: 

• Being able to maintain excellent client relationships

Miscellaneous

The post is likely to involve occasional travel throughout the Bristol Avon (Bristol, South Gloucestershire, Bath & Northeast Somerset, Wiltshire, North Somerset) therefore a full UK driving licence and use of own vehicle is required. Mileage expenses will be paid at 45p per mile as set out in HMRC’s Approved Mileage Allowance Payment. Some evening and weekend work may be required. We will also require the successful applicant to undergo a DBS check and provide satisfactory references.

How to apply

Interested parties should submit a CV and a one page covering letter explaining why you would perform well in this role and what you could bring to BART. 

Interviews for this post will take place in Bristol, w/c 3rd March.

Please note, due to limited resources you will only be contacted should you be successful in gaining an interview. We would like to thank you for your interest in this position.

Thank you for your interest in applying for a role with the Bristol Avon Rivers Trust.