Job Description – Admin Assistant (Conservation Team)

Job Description and Person Specification. April 2019

BARN OWL TRUST – Admin Assistant (Conservation Team)


PLEASE NOTE:  This is an administration post NOT a conservation post.

Main role to support the Head of Conservation and other members of the Conservation Team.
Responsible to Head of Conservation (HC)
Line Manager Head of Conservation (HC)
Hours of work


37.5 hours/week

Open plan office shared with four colleagues in a wooden building.

Priorities: To ensure that all work is an effective use of Trust resources in line with stated priorities and within allotted time and that agreed targets and deadlines are met.


Areas of Responsibility:

  • Organise the Trust’s training courses for ecologists and planners.
  • Ensure sufficient BOT engagement in Social Media (shared responsibility).
  • Ensure the HC is briefed on forthcoming appointments/dates and diaries up to date.
  • Organising vehicle maintenance (servicing, MOTs’, repairs etc.).

Other activities

  • Support and assist the Head of Conservation and the other members of the Conservation Team when necessary – inc. basic IT support (functions/Word/data/DTP/graphics/presentations etc.)
  • Act as a research assistant to the HC and Conservation Team.
  • Create and promote posts on BOT Social Media in liaison with Admin Team.
  • Extensive Access database use inc. data inputting/checking/cleaning and mapping.
  • Deal with admin-type enquiries by email, telephone, post, on social media, and in person.
  • Assist with website content creation and updates.
  • Facilitate the updating of BOT educational resources inc. display material for shows.
  • Write/proof: texts/articles/figures/reports.
  • Promote, and take bookings for, presentations to school/youth groups and adult groups.
  • Brief the HC on adult presentation enquiries/dates/bookings and other significant appointments.
  • Help prepare reports to Trustees and take minutes at meetings.
  • Reading and research to develop and maintain a basic knowledge of Barn Owl ecology and conservation (most of this will need to be done in your own time).
  • Occasionally represent the Trust at events and meetings (some out of hours work required).
  • Facilitate recruitment of volunteers/placements.
  • Occasional photography for BOT social media and Digital Image Library.
  • Checking of vehicles and equipment.
  • Plan and implement (in liaison with the HC) a personal Work List.
  • Work in accordance with all BOT policies, manuals, procedures, and training provided.
  • At every appropriate opportunity, help raise awareness of UK/local threats to Barn Owls including intensive farming, fast roads & rail, rodenticides, planning, poor nestbox designs, etc. and what people can do to help.
  • At every appropriate opportunity, help raise awareness of global threats to biodiversity including the current 6th mass extinction event and the predicted further impacts of climate change and what people can do to help.

Any other duties as required.


Note: Whereas all the Responsibilities of this post (as set out above) are at all times, the activities listed in this Job Description may include items which are not carried out on a day-to-day basis. Details of current work are provided in the Work List.


Person specification:

PLEASE NOTE:  This is an administration post NOT a conservation post.

Essential requirements:

  • Excellent organisational skills
  • Excellent communication skills, both written and spoken
  • Excellent inter-personal skills
  • Excellent computer skills (Access database, Excel, Word, Outlook, InDesign etc.)
  • Full clean driving licence
  • Ability to communicate effectively with people of different ages and backgrounds
  • Ample experience of using social media such as Facebook and Twitter
  • Reasonable knowledge of UK birds/wildlife and terrestrial nature conservation
  • On occasion, willing to work outside the usual 9 to 5

The following would be an advantage:

  • Creative writing skills
  • Experience with design programmes
  • A background in terrestrial conservation/ecology/environmental education
  • Experience with WordPress