Office Manager / Administrator

River Tweed Commission
13 Sep 2017
23 Sep 2017
Contract Type
Full Time
We are looking for a full time, permanent, Office Manager/Administrator to join our small team based in a rural office at Drygrange, near Melrose. You will ensure the smooth running of the office and provide an effective service to the Tweed management teams of the River Tweed Commission and The Tweed Foundation. Your responsibilities will include providing a high level secretarial and administrative service, minute taking, database management, producing publicity materials and undertaking occasional event management. You should have sound experience in a similar role with strong organisational and administrative abilities with good communication and IT skills. You will have an interest in the work that we do: protecting and preserving Atlantic Salmon and other freshwater fish stocks in the Tweed river system. The River Tweed is the largest and most important Salmon rod fishery in Europe south of the Arctic Circle. It has other important fisheries of Sea-trout, Trout and Grayling, as well as some coarse fisheries and is a European Special Area of Conservation for the Atlantic Salmon and for migratory Lamprey species. It contributes c.GBP24m to the local economy supporting c.520 full-time job equivalents. The River Tweed Commission (RTC) was set up over 200 years ago. Its area of jurisdiction covers the 5,000sq km of rivers and burns that make up the River Tweed catchment, and also extends five miles out to sea and includes the coastline between Cockburnspath and Holy Island. The Tweed, being a cross-border catchment, operates under its own law so that both the Scottish and English parts can be managed as a single unit, which is both an ecological and administrative necessity and is the usual situation for border rivers with important fisheries throughout Europe. Being responsible for the management of all species of fish in both nations, it has power of law enforcement and prosecution in both Scotland and England. The RTC relies on the biological work of The Tweed Foundation to provide the basis of objective decision making on the River and The Tweed Fisheries Management Plan. The Tweed Foundation is a company with charitable status which is independently financed. It undertakes biological research, monitoring and habitat restoration with the aim of protecting Tweed's valuable fish stocks and maximising the river's natural productivity and promotes the general ecological health of the river and catchment through its work with the local fish species and their habitats. It advances the general understanding of aquatic ecosystems, river catchment management issues and fish biology and ecology through work with many others. The Foundation encourages the use, conservation and the management of fishery resources in recreational activities. Its "TweedStart" initiative gives local (Scottish Borders & North Northumberland) primary school children first lessons in both angling and freshwater ecology. It disseminates all of this information also via a dedicated website, and report, publications and occasional seminars. It contributes to local understanding of fish and fisheries through presentations to local schools, clubs and other interest groups, as well as attendance at Shows and other events The Foundation operates the boats for less-able anglers placed on the Tweed by the Wheelyboat Trust. The Tweed Foundation has no public funding; its funding comes from Tweed proprietors via the RTC, a membership, donations and other fund raising initiatives such as an annual Auction. The successful postholder will provide a full administrative service for both organisations, which operate from our offices at Drygrange near Melrose. Responsibilities • To provide a full range of secretarial and administrative assistance to the Clerk and senior management team including general IT and word processing support, and mailshots, as directed • Ensure the timely compilation and distribution of agendas and meeting papers for all meetings of the RTC and Tweed Foundation including the Commission, Board and other committees, and keeping records of those up-to-date • To create, maintain and use databases • To coordinate and manage the Tweed Foundation's Annual Auction and Tweed Shirt Scheme • Taking and typing up of minutes of meetings, including providing summaries, and maintaining the Minute Books • Maintain archiving system and oversee all filing for both RTC and Tweed Foundation - in paper and electronic formats • Maintenance of all River Tweed Commission and Tweed Foundation non scientific databases • Input and maintain all paperwork associated with Tweed Fishery Records • Recording and acknowledging Stocking applications • Recording Conservation Payment Scheme milestones • To ensure that all Drygrange services run smoothly and efficiently, including requisites for staff, as well as buildings' maintenance • In conjunction with the Clerk, undertake the administration of the RTC's Assessment system and maintenance of the Assessment Roll • To take room bookings for regular and ad hoc meetings as requested, and to ensure that resources and refreshments are provided for the RTC's and Tweed Foundation's own meetings • Maintain and service the Tweed Foundation membership and process Gift Aid Claims • Responsibility for petty cash • Assist with the production of publicity material including publications, reports and blogs, in accordance with the communications policy • To action consultancy quotations as required • Organise vehicle fleet servicing, maintenance, and keep MOT schedules • Take Wheelyboat bookings and ensure that licences are completed • Maintain accident and near miss records • Maintain the Health & Safety Policy, as directed • Maintain the Staff Handbook, as instructed • Requirement to participate in events' co-ordination, from time-to-time • To receive visitors and work effectively with the public • To undertake any other duties that may be reasonably requested