Admin Assistant

BIAZA

Background
The British and Irish Association of Zoos and Aquariums is a charity and governed by the BIAZA Council in its mission to provide support and services to the members towards a sustainable future for all species. The BIAZA staff work to support and provide services to the membership and are responsible for the day to day running of the Association, strategy development and implementation, coordinating and facilitating the work of the standing committees, internal and external stakeholder engagements and sector representation.

Job Description
This temporary role involves providing additional support for a range of administration tasks within the office while a permanent staff member is on maternity leave. The role reports to the CEO but works closely with all other BIAZA colleagues to assist with any administration tasks as they arise, particularly the Projects and Administration Officer and Senior Manager(s).

Main Responsibilities

Meeting administration, including diary checking and online meeting software responsibility
Taking of meeting minutes
Administration of the BIAZA Admin email account including answering enquiries and distributing emails to the appropriate staff member
Website administration including uploading documents, submitting jobs and events
Admin support for member communications including updating contacts, proofing and formatting documents
Admin support for projects and campaigns including document management, compiling survey responses, summarising data
Admin support for online conferences and events
Admin support of the annual BIAZA awards.

Working Arrangements

Intended role start date is 15th February 2021. The position is for 15 hours a week over 3 days (some flexibility may be possible) on an initial fixed term contract for 5 months. The salary for this position will be £10.85 per hour (£21,157.50 full time equivalent annual salary). There may be some need for extension of the contract term and/or for increased hours during busy periods, which will be further agreed if required. The BIAZA Office is currently working remotely from home but some travel to central London (Regents Park or Waterloo) for meetings may be required.

Person Specification

BIAZA is a small team working to progress the mission and objectives of the Association. The successful applicant must therefore be a good communicator, have a dynamic nature and strong teamwork skills. They need to be highly organised as well as flexible and able to effectively work from home.

Required Skills

Fluency in both written and spoken English and the ability to write and proofread text in a range of contexts
Experienced in office and project administration
Strong organisational skills giving an ability to work effectively to prioritise tasks, meeting deadlines with clear outputs and juggling multiple projects
Proven IT skills particularly with Microsoft SharePoint, Outlook & Office Suite as well as online meeting and conference software such as Teams and Zoom
Strong interpersonal and teamwork skills and the ability to work with a diversity of BIAZA staff and members

Preferred Skills

Experience of the zoo and aquarium community
Experience of a variety of social media platforms
Experience of events organisation
Experience of working for or with a membership-based association
Experience of website administration
Experience of Dynamics based databases

Interested applicants with the required attributes should send a CV and a completed application form to admin@biaza.org.uk

Application deadline: 24th January 2021

Interviews are planned for the end of January/beginning of February. They will be done online to meet Covid-19 requirements.

FYI

This vacancy has been posted out to the many thousands who read the popular Zoo Jobs Blog Page and then on to the 129,400 plus followers of the ZooNews Digest Facebook Page. It is then immediately forwarded on to Twitter and then to Pinterest and Linkedin (8,000+ connections). Many vacancies are shared to individuals and groups. In short your vacancy will have the potential of reaching something in the region of some 80,000 plus people within 24 hours. Most of these people are working in a zoo environment, Keepers, Curators, Vets, Zoo Directors, Trainers, Aquarists and more.

ZooNews Digest has subscribers in over 1200 Zoos in 150+ countries. Zoo professionals are International.

The number of people who will actually read the posted vacancy will actually be considerably less. Usually this will be between two hundred and three thousand. This will depend on the type of post, the time of the year and where it is located…of course not all will apply. I wish you the very best of luck in finding the right candidate for your post.

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