14 May

Executive Assistant The Gardens Department And Aviary Jobs Vacancy at Waddesdon Manor

Executive Assistant The Gardens Department And Aviary
Waddesdon Manor
14 May, 2018 30+ days ago

Waddesdon Manor urgently required following position for Executive Assistant The Gardens Department And Aviary. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

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Executive Assistant The Gardens Department And Aviary Jobs Vacancy at Waddesdon Manor Jobs Details:

Managed by: Business Support Manager & Gardens Manager


Gardens and Aviary


Waddesdon Manor, Aylesbury, Bucks HP18 0JH

Waddesdon Manor is a historic house open to the public. Created by Baron Ferdinand de Rothschild
from 1874, it is home to the Rothschild Collection and was bequeathed to the National Trust in 1957.
Today is managed by a Rothschild charitable trust, The Rothschild Foundation. It currently welcomes
over 470,000 visitors a year to the property. It has one of the finest Victorian gardens in Britain, famous
for its ornamental bedding, shrub planting and specimen trees, and its excellent horticultural standards.
It also includes a working Aviary. The Gardens Department manages the formal gardens and grounds,
the gardens at the Dairy, the Five Arrows Hotel and at 2 contemporary buildings, Windmill Hill and the
Flint House. It also oversees a newly-planted 60-acre Diamond Jubilee Wood and the Visitor Carpark.
Waddesdon has approximately 170 permanent members of staff, 170 seasonal members of staff and
over 300 volunteers.

The role will provide EA support to the Gardens Manager, and administrative support to the Gardens
Department, the Curator of Birds and the Aviary team, and work as part of the Business Support
Network at Waddesdon.

The Gardens Department is run by the Gardens Manager, reporting to the Head of Collections and
Gardens and consists of a team of 16 horticulturists, 4 students and 25 volunteers. They are divided
into 4 specialist teams – Ornamental, Turf, Woodland and the Dairy Garden. The Aviary is managed by
the Curator of Birds and two other Aviculturists.

Based in an office at the Gardens Department on Queen Street, the primary role of the EA is to enhance
the effectiveness of the Garden Manager by providing full information management and project

As an EA at Waddesdon, you will enjoy a busy and varied role, with a great range of interactions on a
daily basis. Reporting to the Business Support Manager you will play a critical role in the overall support
and management assistance to the Department and Organisation.

Main Responsibilities:

  • Providing EA support for the Gardens Manager including;
o Diary management.
o Arranging meetings, prepare minutes and assist with the follow up actions from

meeting outcomes.

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o Coordinate visitors and contractors as required.
o Be responsible for coordination of the Department’s administration including

o Assistance with tracking budgets, managing and reporting.
o Maintain H&S records in collaboration with the H&S Coordinator – providing

updated risk assessments, method statements and training records
o Update tree management records with the Head Gardener.
o Update plant records, including future use of a plant collection system.
o Maintaining the Garden Department archive in collaboration with the Head of

Records and Head Archivist.

  • Providing Project Management support for Gardens projects to include:
o Project administration and record keeping.
o Assist with developing timetables to include the programming of deliveries and

scheduling works.
o Helping to manage meetings and correspondence throughout the project and

maintaining the high standards of Waddesdon.
o Liaising with suppliers, contractors and internal colleagues to ensure smooth running

of the projects and to ensure that any queries are resolved quickly.

  • Providing daily support for the Gardens Department including;
o Maintaining records of all staff rotas, time sheets, annual leave and absence in

accordance with HR policies
o Arrange departmental training as required.
o Travel booking and coordination of departmental visits.
o Work with the Volunteering Manager and the Professional Gardeners Guild regarding

our Garden volunteers.
o Work with the Professional Gardeners Guild regarding our annual Garden interns.
o Order work clothing and other equipment as required.
o Maintenance of licenses and equipment records.
o Assist with preparation and placement of the spring and summer bedding orders.

  • Regular meetings with the Curator of Birds at the Aviary to provide;
o Preparing papers and minutes for the annual Aviary Ethical Review Committee
o Other support as required

Key attributes and experience desired

  • 3 years EA experience, ideally working for multiple Managers.
  • An interest in/understanding of horticulture and/or the historic house environment.
  • Must possess ability to assess and prioritise department needs, and work flexibly and
  • Highly motivated, organised individual who is able to work effectively with minimal
  • Project support and experience of working with databases e.g. plant collection databases an


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  • Excellent communication and interpersonal skills.
  • Proficient in all Microsoft Office applications.

Terms & Conditions

  • Full-time (37.5 hours per week) Monday to Friday. 08.00 – 16.30
  • Salary £25,000 p.a
  • 25 days holidays (plus Bank Holidays) increasing to 28 days after three years of continuous
  • Free National Trust Membership
  • Discounts in our catering establishments, retail and the Five Arrows Hotel

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