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Admin Assistant

Reference Admin Assistant  (Please mention Stopdodo/Environment Jobs in your application)
Sectors Fundraising, Admin, IT
Town/City Leatherhead
Salary (Minimum)
Salary (Maximum)
Type Fixed Term and Permanent Roles
Status Part Time / Per Day
Level Mid Level
Deadline 12/03/2021
Company Name The Wildlife Aid Foundation
Contact Name Alice Serras-Carroll
Telephone 01372 377332
Email alice@wildlifeaid.org.uk
Website Further Details / Applications
The Wildlife Aid Foundation logo
Also Listing:

Admin Assistant Wildlife Aid Foundation, Leatherhead, Surrey

£20,000-£22,000 pro rata, dependent on experience

Contract: Part time (minimum 16 hours), flexi time: self-employed or contract

Closing date: 11th March 2021

The Wildlife Aid Foundation (WAF) has been rescuing, rehabilitating and releasing wild animals in Surrey for 40 years.   Due to the increasingly busy nature of the hospital, we require an Admin Assistant to assist with the smooth running of reception, the office and fundraising.

Purpose of the role:

To provide full support to the Office Manager and reception team.

Main duties:

  • Provide advice and guidance to the public who call with wildlife queries and emergencies.
  • Admit patients to the hospital for treatment and complete all necessary admin.
  • Arrange wildlife rescues, collections and releases.
  • Pursuing fundraising opportunities and growing memberships.
  • Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms, leaflets and cages)
  • Fortnightly cash reconciliation.
  • Weekly invoice payments and SAGE entry.
  • Entering data into CRM software and checking to ensure the accuracy of the data inputted. Resolving discrepancies in information and obtaining further information for incomplete documents.  Producing reports as required.
  • Processing Gift Aid claims.
  • General office admin including, filing, photocopying and archiving.
  • Organise and coordinate work experience placements.
  • Organise and coordinate the Hedgehog Release Programme.
  • Assist with the smooth transition to a new CRM system.


Other duties:

To support the office manager and provide holiday and/or sickness cover, which includes, but is not limited to:

  • Management of over 350 volunteers, including recruitment, training, rota and all communications.
  • General office admin including orders, stock control and receiving, sort and distribute daily mail/deliveries.
  • Compile the end of month accounts.
  • Produce and send all membership communications, including the newsletter three times a year.
  • Growing merchandise sales, including the addition of new lines.
  • Managing reception, ensuring all protocols are followed, with ongoing training.
  • Update and maintain reception/hospital policies and procedures, working in conjunction with the veterinary team.
  • Ensure the centre is H&S compliant with all necessary risk assessments completed.
  • Liaising with insurance brokers to ensure all properties and vehicles are fully covered at the best possible price.
  • Assist with the organisation and promotion of fundraising events, including the annual Open Day.


Person Specification


  • Experience of standard administrative duties and working on a busy reception.
  • SAGE experience essential.
  • Demonstrable enthusiasm for wildlife and the local environment.


 Excellent numeracy skills.

  • Strong organisational skills with the ability to multi-task.
  • Excellent written and verbal communication skills.
  • Confident in small animal transfer or willingness to learn.
  • Attention to detail and problem-solving skills.
  • Punctual and reliable.
  • Understanding of and keen interest in environmental issues, including those affecting urban wildlife.


 Additional information:


  • Some weekend or evening working will be required.


  • Car driver with a full clean driving licence (desirable).


To apply, please send your CV and an accompanying letter to alice@wildlifeaid.org,uk stating why you feel you would be appropriate for this role.  No enquiries can be taken over the phone.

Closing date 12th March 2021. Interviews will be held via zoom/skype week beginning 15th March 2021.

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