Volunteer Administration Officer

We’re looking for a new Volunteer Administration Officer to help support the smooth running of our day-to-day volunteering activities at Westonbirt, The National Arboretum. The Arboretum is one of the world’s finest tree collections and a nationally important historic landscape. It is also a major visitor attraction and thriving community, with almost 600,000 visits per year and over 35,000 members. Our activities are supported by almost 300 passionate volunteers, covering over 20 varied roles.

As our new Volunteer Administration Officer, you will play a pivotal role by undertaking key administrative tasks as well as providing a friendly first-point-of-call for our volunteers. Working with the Volunteer Coordinator you will help support individual team supervisors to ensure they deliver volunteer activities that meet business needs and provide the highest quality experience for our volunteers. You will be an excellent administrator with a keen interest in the detail and have exemplary communication skills. You will thrive on forging strong relationships and have the empathy to tackle difficult and sensitive issues respectfully.

The role sits within the Learning and Participation team, which is responsible for the development and delivery of public engagement programmes, including formal education, interpretation, family events and community activities. From time to time you will also help support other L&P activities.

Working principally with the Volunteer Coordinator the post holder will support day-to-day volunteer operations and ensure their ongoing compliance with Forestry England policy and volunteering best practice.

 Essential administrative tasks will be delivered on time and to the highest standard for all volunteer activities:

• Processing volunteer hours / mileage expenses / uniform requests in line with agreed policy, including liaison with volunteers to chase up forms and ensure accurate submissions
• Support accurate record keeping through the volunteer database (including training) in compliance with data protection legislation; run queries as necessary to support decision making
• Support recruitment, induction and ongoing training of volunteers
• Arrange / coordinate meetings; make venue bookings, prepare refreshments, write agendas and minutes
• Oversee radio banks and use of volunteer computers
• Support safety of volunteer activities through completion and implementation of risk assessments

Enabling the day-to-day volunteer experience by:

• Supporting the running of our volunteer hub
• Monitoring implementation of policies including measures put in place to ensure safe working
• Responding to volunteer queries and prepare volunteer communications including the volunteer newsletter
• Supporting other staff involved in supervising volunteer teams
• Supporting volunteer coffee mornings, celebrations, long service awards and arrange Christmas message
• Ordering volunteer welfare supplies for across site

Deputise for the volunteer co-ordinator on occasion and support other members of the L&P team eg. through answering telephone calls, dealing with enquiries and assisting with events.

Essential Criteria

• Experience of supporting volunteers fulfilling multiple roles, preferably within environment / heritage
• Demonstrable administrative experience within an office environment
• Evidence of providing responsive customer services to people from a wide spectrum of the community
• Demonstrable evidence of strong interpersonal communication skills (written and verbal)
• Evidence of applying policy framework with respect to equality, health and safety and GDPR
• A sound working knowledge of technology and its use in delivering administrative tasks; in particular MS teams, Zoom and Microsoft Office packages (Word, Excel, PowerPoint and Outlook)

Desirable Criteria

• Evidence of strong numeracy skills
• Experience of marketing through different media
• Experience increasing the diversity of a volunteering cohort
• Interest in trees and arboriculture

The duties of the post require the applicant to have a full current driving licence that enables them to drive in the UK.

The post will include some weekend and evening working to support delivery of the volunteering programme.

The successful candidate will be required to undertake an Enhanced Disclosure Check under the Disclosure Barring Service (DBS) scheme. 

We’ll assess you against these behaviours during the selection process:

• Communicating and Influencing
• Working Together
• Managing a Quality Service
• Delivering at Pace

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an average employer contribution of 27%
• 25 days annual leave on entry, increasing by 1 day each year for a maximum of 5 years
• Generous paid maternity and paternity leave which is notably more than the statutory minimum.
• The government Tax-Free Childcare (TFC) scheme. 
• Reduction on Forest Live Music Event tickets and other staff discounts.
• Occupational sick pay.
• Support with professional fees and training relevant to continuing professional development.
• Networking opportunities.
• Thorough wellbeing offer including an Employee assistance programme and free access to the Headspace app.
• All Forestry Commission staff are entitled to free parking at Forestry England visitor centres when displaying a current staff parking sticker in their vehicle.
• 10% discount at Forest Holidays
• 15% discount at Go Ape
• Retail discounts, like 10% off Enterprise car hire and 20% off Snow + Rock
• All Civil Service staff are entitled to three days volunteering a year

Job contact :

• Name : Ben Oliver
• Email : ben.oliver@forestryengland.uk
• Telephone : 03000674871

Recruitment team

• Email : fcerecruitment.grs@cabinetoffice.gov.uk