Job Description

.

JOB DESCRIPTION

JOB TITLE:

Administrative/Marketing Assistant

EMPLOYER:

Acorn Venture Association

LOCATION OF WORKPLACE:

Acorn Farm

Depot Road

Kirkby

Merseyside L33 3AR

RESPONSIBLE TO:

Deputy Manager

RESPONSIBLE FOR:

Providing administrative, clerical and other support in a timely, professional and efficient manner to ensure that the project runs smoothly.

MAIN DUTIES AND RESPONSIBILITIES:

GENERAL ADMINISTRATION

Responding promptly to enquiries received by email or telephone

Ensuring that messages left on the answer machine are dealt with promptly.

Ensuring greeting messages on answerphone are current.

Opening mail and passing on to relevant person

Ensuring bookings for school visits and animobiles are recorded in the education diary

Ensuring bookings for birthday parties are entered in the relevant diary and deposits are received within the appropriate time scale. Sending confirmation emails in the week leading up to the party. Promoting vacant dates on social media on a monthly basis.

Liaising with the cafe manager if food is required for a birthday party.

Liaising with horse ride staff if horse rides are required for weekend birthday parties

Relaying details of parties to the Weekend Manager via the weekend link book

Ensuring that the birthday party room is left in a neat and tidy state on a Friday afternoon.

Assisting with cash-up of tills as requested.

Ensuring bookings for activity days are recorded and payment received

Obtaining quotations for supplies/work to be carried out as requested

Greeting visitors and offering refreshments

Analysing visitor surveys and other information

Filing documents for own post, manager and deputy manager as required

Ensuring that office machinery and equipment is fully operational and serviced as required

Assisting with correspondence, preparing/sending reports and research

Monitoring working hours of cleaning staff [via CCTV footage] on an ad hoc weekly basis.

ORDERING STOCK/SUPPLIES

Ordering animal feed, hay and straw as requested

Monitoring and maintaining stock levels of stationery and ensuring the office store is kept in a clean and tidy state.

Maintaining stock levels of cleaning supplies and on delivery ensuring that supplies are stored in the appropriate place so that they do not present a health and safety hazard

Maintaining stock levels of First Aid supplies

Ordering animal feed bags as required

Ordering of cafe supplies as requested by the Cafe Manager

Ordering of shop supplies

MARKETING

Updating signs, notices and boards around the farm site in a timely manner.

Designing flyers to promote farm products, events and activities

Maintaining databases of customers and local firms.

Emailing out regular updates of events and activities to the above

Sending out regular press releases to the local media

Updating the website as required

Posting regular updates on Acorn's Face book page/Instagram/Twitter

Replying to all reviews [Face book, Trip Advisor, Google] in a timely fashion

Administering the animal sponsorship scheme within an appropriate timescale [1 week]

Monitoring stocks of leaflets and copying/ordering supplies as needed

Ensuring leaflet racks are kept fully stocked

Ensuring adequate supplies of up to date farm site plans and other relevant visitor information are available in the shop and admissions kiosk

Ensuring spare till rolls and an adequate supply of admission stickers are kept in the shop and kiosk

Organising competitions e.g." Name the animal "

Attending Networking Meetings

OTHER

Carrying out toilet checks twice daily

Running occasional small animal petting sessions as requested by visiting groups

Making ice cream

Bagging up animal feed when needed

Assisting the people we support with ordering and paying for lunch

Providing lunchtime relief in the shop/admissions kiosk as required. Checking stocks of paper hand rolls in hand washing area before and after shift in kiosk.

Checking menu in cafe weekly and replacing as needed.

Serving in the shop/plant sales/admissions kiosk/cafe to cover sickness /holidays

Clearing and cleaning cafe tables as needed

Ensuring that all new staff are issued with an identity badge within an appropriate time scale.

Administering First Aid

Occasionally helping to put the animals away and to lock up

Safe-guarding the property of the Association as entrusted to your care.

Acting in accordance with the requirements of the Data Protection Act

Providing advice and guidance, where appropriate, on the application of company policy and procedure.

Attending relevant training, staff supervision and staff development reviews.

This job description is an outline of the requirements of the post and as such is not exhaustive. The post holder may not unreasonably refuse to undertake any other duties deemed commensurate with the post.

All jobs are subject to change from time to time and this job description will be reviewed regularly in accordance with Company policy.

CONFIDENTIALITY:

Acorn Farm recognises the great importance of confidentiality in the professional practice of its staff and in its administrative procedures. Information clearly intended for one purpose should not be used for another without the sanction of the service user, staff member or person supplying the information. The only exceptions are where there is clear evidence of serious danger to the service user, staff member or other person(s) or where legislation requires release of the information. All staff are required not to divulge any information, verbal or written, to any external source that could be damaging to the company's reputation or commercial viability.

DBS CHECK

Successful candidates will be asked to undertake an enhanced criminal background clearance check as part of the recruitment process.

Having a criminal record will not necessarily bar you from working with us. This will depend on the nature of the position and the circumstances and background of your offences.

EQUAL OPPORTUNITIES:

Acorn Farm aims to provide high quality services within the resources available. In order to fulfil this aim most effectively it operates a policy of equal opportunities to ensure that no service user, job applicant, employee or voluntary worker is discriminated against either directly or indirectly on the grounds of gender, age, race, colour, nationality, religion, cultural group or national origin, marital status, maternity or gender reassignment.

HEALTH & SAFETY:

All employees are responsible for taking reasonable care of themselves and others who may be affected by their work. Everyone working within Acorn Farm is bound by Health & Safety legislation and must adhere to safe systems of work.

ACORN FARM POLICIES:

All employees are required to implement and follow Acorn Farm policies and procedures and undergo any training associated with them.

TERMS & CONDITIONS

Salary: 23,000

Hours: 37.5 hrs per week (Mon - Fri 8.30am - 4.30pm)

Holidays: 20 days plus 10 days [to cover the 8 bank holidays and 2 additional discretionary days over the Christmas period.]

The post is subject to a six-month probationary period.

PERSON SPECIFICATION ADMINISTRATIVE ASSISTANT

Requirement Essential/Desirable

Education/Qualifications

Good standard of written and spoken English-

Essential

(GSCE Level or equivalent]

Good standard of basic maths-

Essential

[GCSE Level or equivalent]

NVQ Level 2 Business Administration-

Desirable

Marketing Qualification-

Desirable

Knowledge, Skills, Abilities

Working knowledge of Microsoft packages to include Word, Excel and Outlook-

Essential

Excellent written and verbal communication skills-

Essential

Ability to communicate at all levels with both internal and external customers-

Essential

Excellent telephone manner-

Essential

Marketing Experience-

Essential

Organised and planned approach to all areas of work-

Essential

Ability to work on own initiative ensuring deadlines and punctuality are adhered to-

Essential

Understanding of confidentiality in relation to the post-

Essential

Ability to work with accuracy and attention to detail-

Essential

Flexible approach to work-

Essential

Understanding of Equal Opportunities and its application in relation to the post-

Essential

A positive approach towards people with learning disabilities and/or mental health problems-

Essential

Positive enhanced DBS check-

Desirable

Job Types: Full-time, Permanent

Pay: 23,000.00 per year

Benefits:

Discounted or free food On-site parking
Schedule:

Monday to Friday
Education:

GCSE or equivalent (required)
Experience:

Customer service: 1 year (preferred) Marketing: 1 year (required) Administrative : 2 years (required)
Licence/Certification:

Driving Licence (preferred)
Work Location: In person

Application deadline: 29/06/2025