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Part - time HLS Administration Officer

Job details
Posting date: 18 December 2024
Salary: £26,123 per year
Additional salary information: pro rata
Hours: Full time
Closing date: 12 January 2025
Location: SO43 7NH
Company: Government Recruitment Service
Job type: Permanent
Job reference: 382756/1

Summary

We are Forestry England. We are the country’s largest land manager, caring for the nation’s forests for people, nature, and the economy. The foundation of our organisation is our world-class sustainable management of the nation’s forests. 

Our South England Forest District team is made up of around 160 people, containing a diverse range of roles - from wildlife rangers and ecologists to marketing professionals, we all contribute towards the management of 46,000 hectares (ha) of public forest estate and national parks that stretch from Sussex to Dorset, and from Berkshire to the Isle of Wight. 

Much of this forest is of high national importance for nature conservation and wildlife, and of international importance for biodiversity. South England Forest District is therefore responsible for land that includes Special Areas of Conservation (SACs), Special Protection Areas (SPAs), Ramsar sites, Areas of Outstanding National Beauty (AONB) and sites of Special Scientific Interest (SSSI). 

The successful candidate will join the Higher-Level Stewardship (HLS) project team based in the New Forest. The team plans and delivers landscape-scale habitat restoration projects with external funding from the New Forest HLS scheme. The Verderer’s of the New Forest HLS scheme is focused on restoring and enhancing internationally-important habitats, renowned for their flora and fauna, and covering around 20,000 hectares. As the HLS Administration Officer, you will provide administrative support to the planning and environment team, and specifically to the HLS project.

The successful candidate will join the HLS team, providing administrative support enabling the successful delivery of terrestrial and wetland habitat restoration programmes. They may also provide administrative support to the wider South District teams, where required.

Key Work Areas

The Administration Officer will need to be able to follow data monitoring protocols with a high level of accuracy.

Provide Administrative Support to the HLS Partnership:

  • Monitor progress against project budget forecasting, meeting regularly with the HLS Project Manager to assess this.
  • Provide HLS Project Manager with the information needed to initiate the quarterly summary progress report, and prepare an accurate financial update of project spend for the HLS board meetings.
  • Keep a clear trace log of contracts when completed and regular house-keeping & archiving of documents.
  • Submit payment requests to the Verderer’s Grazing Scheme manager and maintain a comprehensive record of these requests along with associated reports and copy invoices.
  • Review HLS webpages.

Keep accurate records of HLS expenditure and follow Forestry England financial procedures:

  • Populate a monthly expenditure report from the database and input costs into a monthly PR (Programme Register) spreadsheet.
  • Gather internal charges related to HLS and ensure these are included on the programme register and provide auditable records of these expenses with each payment request.
  • Provide the Verderers Grazing Scheme manager with an updated PR record of Forestry England expenditure for each HLS board meeting.
  • Provide the finance team with monthly accrued costs for the Business Monitoring and Reporting.

Monitor contracts:

  • Support team members to prepare new contract documentation.
  • Generate Purchase orders for all HLS contracts. Keep a log of all HLS outstanding POP orders, and run a monthly review using the FE’s internal financial system to update their status.
  • Maintain a record of all open HLS framework contracts.
  • Ensure team adhere to Forestry Commission procurement guidelines and offer guidance and support where needed.

Provide any key additional administrative duties:

  • Secretary for the Open Forest Advisory Committee, organise bi-annual venue, circulate agendas and meeting minutes.
  • Take meeting minutes for the Freshwater and Wetland Restoration Forum, and other internal and external meetings, where required.
  • Monitor the HLS enquiries email inbox.
  • General filing and house-keeping, including organising and sorting files and folders on SharePoint.
  • Monitor and update the HLS asset register.
  • Assist with funding applications.
  • Support team members with any additional admin tasks required.

Proud member of the Disability Confident employer scheme

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A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.