The Institution of Environmental Sciences (the IES) is at the forefront of uniting the environmental sciences around a shared goal: to work with speed, vision and expertise to solve the world’s most pressing environmental challenges, together.

As the global professional membership body for environmental scientists, we support a diverse network of professionals all over the world – and at every stage of their education and careers – to connect, develop, progress and inspire.

Main purpose of the post

We are seeking a multi-talented Office Administrator to ensure the promotion and maintenance of excellent membership care, who fits with the friendly and collaborative culture of the office. We are a small team with a flat hierarchy and a fast pace of work. Our office is located in the heart of London.

Job role

• Deal with incoming emails, post and telephone enquiries
• Act as the first point of contact for potential and existing members, suppliers and external contacts
• Coordinate, implement and improve office procedures
• Provide administrative support for meetings and events including minute writing and managing our room hire facility
• Handle documents, digitise and archive membership and office records, and manage members’ documents
• Maintain and update contact records and electronic and postal mailings
• Promote and maintain excellent levels of membership care
• Raise and process invoices and purchase orders, deal with payments and reconcile credit card payments
• Book travel and accommodation for staff and trustees
• Maintain stock levels of office supplies
• Manage job advert bookings and upload to the website
• Ensure that personal data is managed in accordance with GDPR
• Ad hoc office duties 

Person specification

This is a multi-skilled position and we recognise that no candidate is likely to have all the desirable skills. Studies have shown that women, communities of colour and historically underrepresented talent are less likely to apply to jobs unless they meet every single requirement. At the IES we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every requirement listed, we strongly encourage you to apply.

About the role

The position is for 16 hours per week, over two days (Monday to Friday). This is a shared post and the working day will vary from week-to-week so flexibility is required. Occasional overtime may be available on mutual agreement and paid at the normal rate. The position is permanent but subject to a three-month probation period. 

The job can be carried out under remote or hybrid arrangements. For hybrid workers, we are flexible about days spent in office, as long as office-based tasks are completed when needed.

Interviews will take place remotely via Zoom on the week commencing 3rd February, with a view to the successful candidate starting as soon as possible. We will seek to notify all candidates on the outcome of their application by the end of February, as long as the application was correctly submitted.

How to apply

The deadline for submitting applications is Monday 20th January at 12pm (GMT).

To apply, please send the following documents to Joseph Lewis (joseph@the-ies.org):

• CV
• Short Covering Letter explaining your motivation for applying and briefly addressing the essential and applicable desirable criteria for the role (up to 500 words)
• Completed Equality Opportunities Monitoring form (docx). We collect this data to monitor the effectiveness of our advertising and recruitment strategies, ensuring they are open to all sections of the community. It is anonymous and only used for this purpose.
• If you need our Equity, Diversity & Inclusion Monitoring form in a different format that is more accessible to you, or you need any other adjustments in the application process, please let us know.

Applications that do not include a covering letter will not be considered for this role.

For an informal conversation about the role, please contact the Hiring Manager for this role, Joseph Lewis, on joseph@the-ies.org. Alternatively, you can call the IES office on +44 (0)20 3862 7484. We are happy to consider any adjustments that candidates may need during the recruitment process. If you would like to request something, please contact Joseph Lewis. We also offer reasonable adjustments on the job.

Applicants must have the right to work in the UK to be considered for this role.

Why work for us?

At the IES, we know that the secret of a successful professional body is the quality of the people behind the membership services. Our small, inclusive team work collaboratively with one another, as well as our fantastic trustees, members and partner organisations, to fulfil our mission of advocating for science and the environment.

Benefits of working for us include:

• Flexible working arrangements
• 33 days annual leave per annum (pro rata), which also includes bank holidays
• Employer pension contribution
• Free IES membership
• Career development support with individualised professional development plans
• Opportunities to work closely with other IES team, including events, communities, publications, and policy
• Inclusive and intellectually stimulating workplace

Accessibility

The IES aims to ensure meetings, events and communications are accessible to all. If you anticipate needing any type of assistance to apply for this role, or for an informal conversation about the role, please email Joseph Lewis or call +44 (0)20 3862 7484.

The Institution of Environmental Sciences is an equal opportunity employer. We are committed to fostering an inclusive culture for our staff and volunteers which reflects the diversity that exists within society, enabling us to deliver outputs that reflect the diverse needs of our members.

In recruiting for this role, we welcome the unique contributions that you can bring in terms of your ethnicity, age, sex, gender identity, disability, neurodiversity, sexual orientation, educational background, national origin, religion and beliefs.