Administrative Assistant

Hours: Part-time ( 20 hours per week)
Contract Type: Permanent
Salary: £23,400 pro rata (£12,480)
Location: Hybrid – Peterborough/Home-working

Are you passionate about the small things that run the world?  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.

What you’ll bring:

  • Experience and Passion: A minimum of 1 year of experience in an administration role is essential. If you have a strong interest in Administration and a desire to learn and grow in the field, we want to hear from you!
  • Communication Skills: Your effective communication and interpersonal skills will be pivotal in maintaining a positive and inclusive work environment.
  • Confidentiality: Your ability to handle sensitive information with discretion is crucial to maintaining trust within our organisation.
  • Organisational Skills: We’re looking for a well-organised and self-motivated individual who can plan, prioritise work, and meet tight deadlines with ease.
  • Attention to Detail: Your keen eye for detail and adherence to policies and procedures will ensure accuracy and compliance.
  • Tech Savvy: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is a must, along with previous experience operating filing systems.
  • Team Player: As a team player, you’ll bring a confident and persuasive manner, coupled with a professional, flexible, and positive approach.
  • Initiative: Able to work effectively as a member of a team or independently, with or without direct supervision.
  • Innovative Mindset: We value pragmatism, innovation, enthusiasm, and the ability to motivate others.

Your Role & Responsibilities

Administration Function:

  • 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.

Other Roles and Requirements:

  • Ensure personal compliance with Health and Safety legislation, Buglife policies, and procedures.
  • Undertake any other reasonable duties to support the work of the charity.

Why Buglife:

  • Be part of a passionate team dedicated to conserving biodiversity.
  • Make a meaningful impact in a dynamic and forward-thinking organisation.
  • Opportunities for professional growth and development.
  • 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.
  • Wellbeing Wednesdays – a half day off on the last Wednesday of every month to support your wellbeing.

If you’re ready to take ownership of your role and reflect Buglife’s ethos in your behaviour, including high professional standards and effectiveness in working with colleagues, apply now and be a part of something extraordinary!

Buglife is an equal opportunity employer.  We encourage applications from candidates of all backgrounds and experiences.


How to apply

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: Noon on Thursday 28 March 2024.  Interviews will be held, in person, on Wednesday 3 April 2024.

Job Application

  • Max. file size: 100 MB.
  • Accepted file types: pdf, doc, Max. file size: 100 MB.
  • (i.e. Buglife socials - Facebook, Instagram, Twitter, LinkedIn, Newsletter, Indeed, etc)
  • This field is for validation purposes and should be left unchanged.

Main Image Credit: Masked Bee (Hylaeus communis) © Alexis Tinker-Tsavalas

  • Max. file size: 100 MB.
  • Accepted file types: pdf, doc, Max. file size: 100 MB.
  • (i.e. Buglife socials - Facebook, Instagram, Twitter, LinkedIn, Newsletter, Indeed, etc)
  • This field is for validation purposes and should be left unchanged.