The Institute of Chartered Foresters is the Royal Chartered body for tree professionals in the UK. It is the only organisation in the UK to offer the Chartered Forester and Chartered Arboriculturist titles. 

The Institute:

• Regulates standards of entry to the profession. 
• Supports members and provides guidance to professionals in other sectors. 
• Offers educational advice and training to both students and tree professionals seeking to develop their careers in the forestry and arboriculture industry. 
• Works to foster a greater public awareness and understanding of forestry and arboriculture in order to serve a variety of commercial, recreational, environmental and scientific interests.

Role Purpose 

We are looking for a proactive and engaging individual with excellent finance and administration skills to help the Institute meet its charitable aims. 

The post holder will need to demonstrate the utmost attention to detail in the administration of finances, governance and when assisting the Executive Director 

Key responsibilities 

– Finance Administration 

• Managing purchasing emails/ processing invoices and credit card receipts  
• Review and process expenses  
• Posting Daily Business  
• Collating Payment run, checking bank details, raising payments  
• Checking and submitting VAT returns  
• Accounts reconciliations 
• Assisting with Audit preparation  
• Assisting with gift aid administration  
• Assisting the Finance Director with other admin tasks as and when required 

– Governance 

• Support the Executive Director to coordinate the Institute’s Council and Governance meetings including scheduling of meeting room bookings and venue liaison, preparation and distribution of papers (, agendas, presentations and minute taking, ensuring appropriate electronic and paper records are kept of board minutes, agenda papers and resolutions. 
• Produce minutes of board and committee meetings in a timely manner. 
• Administration in relation to Trustees, including induction of new Trustees, collation of details, induction packs and arranging induction meetings; managing the information required by the OSCR and Companies House; monitoring appointment and retirement dates and managing the governance calendar for agenda items. 
• Developing and maintaining an annual schedule of meetings with staff, board members and other management and governance arrangements.  
• Provide administrative support to the Institute’s Complaints Panel. 

– Executive Director Administration 

• Assist in the management and organisation of the Executive Director’s diary, resolve scheduling conflicts, and liaise as appropriate. 
• Arranging travel and accommodation for the Executive Director.  
• Preparing and attaching expense receipts to Executive Director’s monthly credit card statements. 

– General Administration 

• Provide administrative support for the Finance Director and Head of Policy & Partnership where appropriate. 
• Managing and supporting the Senior Management Team (SMT) meetings as required, including managing the papers and collation of agenda items, minute taking and following up on action points. 
• Arrange meetings, travel and accommodation for President and Vice President when on Institute business. 
• Undertake any other tasks, duties or projects which are commensurate with the general level of this post. 

Person Specification 

– Key behaviours 

• Adhere to the Institute’s values (attached) in all aspects of your work and your relationship with colleagues, members and others. 
• Promote a culture of safe working and ensure Health & Safety procedures are followed. 
• Discrete and professional with the ability to understand the sensitivity of the information you will be exposed to. 
• Meticulous attention to detail and never misses a deadline. 
• Flexible approach whilst understanding how to prioritise – you will like it busy with varied tasks which demand your excellent time management skills. 
• You must be willing and able to attend board meetings and away/strategy days as necessary. 

Essential skills/experience 

• Educated to a minimum of two A ‘levels or equivalent. 
• A minimum of two years’ experience of working as a financial or governance administrator. 
• Ability to communicate clearly and effectively with management, staff, councillors, members, contractors, suppliers and funders. 
• Excellent computer literacy skills, including working knowledge of Microsoft Office tools including word processing, file management, data entry, and development and maintenance of spreadsheets. 
• Literate with excellent written business English. A competent minute-taker of board meetings with meticulous organisational skills and attention to detail.
• Ability to work well under pressure, prioritise workload, and work both reactively and proactively. 
• Experience of working with confidential and sensitive material in a professional manner. 
• Excellent interpersonal skills, including discretion. 

Desirable skills/experience 

• Knowledge of and/or working experience in the UK charity sector and/or membership organisation 

Other role requirements 

• Ability to travel across the UK and willingness to work away from normal place of work required.  

Equality and diversity 

We seek to provide equality of opportunity for all applicants and employees via our recruitment and selection and training and development policies. Our equal opportunity policy aims to ensure everyone receives treatment that is fair, equitable and consistent with their skills and abilities. 

When you apply  

Please attach a CV and a covering letter giving examples of work you have done in the past along with the skills, knowledge and experience you have. We are happy for you to include examples of voluntary work and relevant personal experience as well as paid work you have undertaken. You do not need to have worked for a charity or membership organisation before to apply for this job.

Respond to: louise.simpson@charteredforesters.org 

Closing date: Friday 21 October 

Virtual interviews: Thursday 3 November