The Ecology Consultancy was established in 1999 and is now one of the largest dedicated consultancies owned and run by ecologists in the country. We are passionate about what we do and our staff enjoy working in a friendly and supportive environment. We pride ourselves on the quality of our work, our ability to influence scheme design for the benefit of biodiversity and enjoy working closely with our clients’ design teams.
Our relaxed company character, investment in people and focus on business responsibility has seen continual annual growth, the past year being no different with staff numbers and turnover both increasing. We compete and succeed at all levels of the market, from managing the smallest local development to acting as lead consultants on nationally significant infrastructure projects Recently we opened two new offices, and reviewed our management processes to improve their use specifically for ecologists,
We encourage continuing personal development and career progression and have invested heavily in our new employee-led, development, up-skilling and mentoring programme – The Orchard, which provides staff with a personalised roadmap for professional progression. The programme aims to enhance employee’s work based and personal skills through a diverse range of structured opportunities, including e-learning, job sharing and shadowing, volunteering, training, and conferences and seminars; as well as ensuring that the services we provide remain of the highest industry standard.
The Ecology Consultancy and its staff also benefit from the strong relationship with our sister company Temple Group, specialists in EIA, noise, air, sustainability and planning.
The Role
Due to our expanding business we are creating a new post to take on the day to day running of the London office and support the operation of the regional offices.
We are looking for a confident self-starter with a positive, professional and approachable manner, who can remain calm under pressure and is a team player with a flexible attitude to work to become the hub of the office.
Responsibilities of the post include:
Administration
- Running the reception desk, answering and transferring calls, welcoming visitors, receiving post and other deliveries, etc.
- Ensuring company vehicles are adequately insured, taxed and maintained
- Attending meetings and taking and distributing minutes.
- Assisting IMS officer with the implementation and monitoring of the management systems.
- Assisting with the induction process for all new staff.
- Arranging car hire, train travel, booking accommodation, etc for staff.
Facilities management
- Negotiating and managing contracts for utilities, phones, alarms, etc
- Facilitating and managing future office moves and liaison with landlords.
- Maintaining adequate insurance cover for all office premises and contents, vehicles and staff
- Ensuring properties are maintained, dealing with repairs, managing cleaning contracts, organising recycling and ordering office supplies as required.
- Managing procurement of materials and services in line with the company’s Sustainable Development Framework.
- Responding to emergencies and urgent issues as they arise.
IT
- Liaising with the IT Manager regarding setting up new equipment and informing them of any problems arising with the IT infrastructure.
- Liaising with the IT Manager regarding setting up mobile phones for new staff and assisting with the management of the mobile phone contract.
- Ensuring the telephone system is working properly and contacting suppliers regarding any issues.
- Ensuring printers and other IT equipment are in working order and ensuring sufficient supplies (toners, etc) are available.
Finance
- Raise purchase orders and manage purchase order system
- Monitoring expenditure on company credit card
- Ensure expenses submitted weekly to Finance Team
- Assist Finance Team with queries relating to payments, invoicing, credit control.
Health & Safety
- Carrying out Office Safety Checks and ensuring Office Health and Safety including maintenance of fire alarms, extinguishers, PAT testing, trip hazards, etc
- Managing staff Health and Safety training and maintaining records
- Carrying out Work Station Assessments and ensuring work stations are fit for purpose
General
- Providing day to day support to the Head of Support Services, the Leadership Team and other Ecology Consultancy staff
- Contribute to the efficiency of The Ecology Consultancy by working collaboratively as a member of the team.
- Undertake other duties as may reasonably be required.
Person Specification
Essential
- Previous experience in administration/office management
- Experience of financial and budget management, including handling credit cards, purchase orders and invoices.
- Experience of supporting a large team and managing a number of small offices
- Experience of working in a small office environment
- Good knowledge of office procedures and systems
- Confident telephone manner and good communication skills both spoken and written
- Excellent organisational skills
- Ability to prioritise conflicting demands, tasks and deadlines
- Advanced knowledge of Microsoft Office 10 including Word, Excel, Powerpoint and Outlook.
- Willingness to acquire new skills and expertise
- Trustworthy and ability to deal with confident and sensitive issues.
Desirable
- Experience of using Visio to create organisational charts, etc.
- Experience of using Microsoft Project
- Knowledge of Health and Safety legislation
- Interests in ecology and the environment
What do we offer?
- Salary on scale £21,240.00 - £28,367.00
- 25 days holiday pro rata plus public holidays
- Access to our Company Share Scheme;
- Structured career development programme The Orchard and generous training budget;
- Childcare and Cycle to Work scheme
- Contributory pension scheme.
- Flexible working and TOIL
Applications (Your CV and a covering letter) should be emailed to: jane@ecologyconsultancy.co.uk or posted to Jane Kendall, The Ecology Consultancy, Tempus Wharf, 33a Bermondsey Wall West, London, SE16 4TQ
