Administrator, Part-Time

The British Mycological Society was founded 125 years ago to promote the scientific study of fungi and has since grown to be one of the major mycological societies in the world.

The society is committed to promoting cutting-edge scientific research, fungal conservation and species recording and the provision of educational resources. As a charity and membership body, the society is open to all who are interested in supporting, promoting and studying the diverse and fascinating fungal kingdom.

Activities and operations are governed by the society’s Council and four Committees.  Members of the Council and Committees are volunteers with a variety of expertise and interests in fungi.  Day-to day management and operations are carried out by part-time office staff who work from home.  

Summary

The role of BMS Administrator is focused on day-to-day financial administration; administration and payment of BMS grants; supporting the Council and Committees including organisation and minuting of meetings; acting as a key contact point for enquiries; supporting journal publishing in liaison with the publishing company and printer; documenting office processes and maintaining records.

It is a replacement role; the current BMS Administrator will be retiring.

Hours: Part-time. 2 days (14 hours) per week in the first instance, with the possibility of rising to 2.5 days per week following review at 6 months. Hours to be worked flexibly across the week; hours may vary week to week throughout the 12 months, as required by the role; occasional evenings required.

Salary: £28,000 per annum Full-time Equivalent (£11,200 actual for 2 days per week)

Duration: 12 months fixed term, starting April 2024, with possibility for extension.

Location: Working from home with occasional travel within the UK to meetings, as required.

Details

The Administrator will have responsibility for ensuring the smooth-running of various aspects of BMS operations and will support the delivery of services. The requirements of the role have evolved, particularly within the past 3 years as the BMS staff base has developed, thus the new post-holder will have the opportunity to use their experience and knowledge to help re-shape the role to meet current and future needs of the society.  

You will have excellent attention to detail, have strong communication and relationship-building skills, and be organised and flexible.  Overall, you will be friendly, motivated and trustworthy, be able to work autonomously and liaise closely with BMS staff, committees and individual volunteers. You will demonstrate initiative and be willing to help troubleshoot issues and identify ways to streamline and improve processes and procedures.

Key responsibilities

• Provide day-to-day administrative support across the organisation, particularly financial administration.
• Support ongoing operational projects and tasks, working closely with the wider team.
• Serve as a friendly, professional and helpful first point-of-contact.
• Arrange meetings, take notes and minutes. Capture, follow-up and support actions.
• Feed into the work of the office team as needed.
• Input to the review and evaluation of existing (and new) operational processes and functions.
• Maintain databases and records; oversee the storage and distribution of materials and resources.​​​​​

Experience and skills

• Excellent administrative, organisational and project management skills
• Proven experience of managing day-to-day finances including: bank transactions; tracking budgets and maintaining records; payment of invoices and expenses; liaison with suppliers
• Proficiency in Microsoft Office. Competent at using digital products, services and databases
• Excellent verbal and written communication skills, and strong relationship building at multiple levels
• Ability to manage confidential information appropriately.
• Experience of working with volunteers
• Experience in charity /society/ membership sector operations or administration.
• Existing right to work in the United Kingdom

Competencies

• Polite and professional. Trustworthy
• Good time management, with the ability to work proactively and on own initiative, and to plan and prioritise work to meet deadlines.
• Excellent attention to detail
• Able to use critical thinking to review and evaluate processes and functions.
• Work well with others and contribute within a team

The post is offered for 12 months at 2 days (14 working hours) per week in the first instance, with the possibility of rising to 2.5 per week following review at 6 months. Hours are to be worked flexibly across the week; hours may vary week to week; occasional evenings will be required to participate in online meetings.

The role will be home-based and will involve occasional travel to meetings and to access BMS materials held in storage. Reasonable expenses for travel and other expenses incurred in pursuit of the role will be reimbursed.  HMRC working from home allowance will be paid.

How to apply

Applications should include a letter explaining your interest in and suitability for the role and an accompanying CV, sent to Dr Emma Thompson, Executive Officer, emma@britmycolsoc.info. Informal enquiries about the role may also be sent to Emma by email.  See website: www.britmycolsoc.org.uk/society/administrator-job

The deadline for applications is midnight, Friday 23rd February.  Interviews will be held online in the week commencing 4^th March 2024.  It is anticipated the successful candidate will start in early April 2024.