Role Profile

Job Title

Position

Hours

Holidays

Manager

Location

Horticulture Team Administrator

Permanent

Part-time   17.5 hours per week

14.5 days including public holidays

Head of Plant Collections (HPC)

Chelsea Physic Garden, 66 Royal Hospital Road,
London SW3 4HS

1.

Equal Opportunities

Chelsea  Physic Garden  is a  place for everyone. As an equal opportunities’ employer,
Chelsea Physic Garden is committed to championing equality, diversity, and inclusion
in  our  workplace.  If  you  are  a  suitably  qualified  applicant,  we  encourage  your
application  whatever  your  age,  disability,  gender,  gender  identity,  race,  religion  or
belief, sexual orientation or socio-economic background.

2.

About Chelsea Physic Garden

Chelsea Physic Garden (CPG) is an independent charity set up in 1983 to promote and
preserve the four-acre garden of the same name. The charity’s mission is to
demonstrate the medicinal, economic, cultural and environmental importance of
plants to the survival and wellbeing of humankind. We are open to visitors six-days a
week, eleven months of the year.  There has been a teaching Garden on our site since
1673, and today we hope that all our visitors leave inspired, having learnt something
new.

3.

Our Values

We have a set of five inter linked reinforcing values that support each other

Openness and
Transparency
• Sharing and
being generous
with information
• Being open to
new ideas and
opinions

Respect &
Care
• Respecting
others' roles
feelings and
opinions
• Listening
sensitively and
encouraging
dialogue

Inclusion
• Working
collaboratively
• Reaching  out to
involve others in
and outside the
organisation

Discovery &
Enrichment
• Actively seeking
out new
knowledge
• Inspiring and
motivating
intellectual
curiosity and
learning

Sustainability
• Embracing
change and
innovation
• Working to build
on our heritage

4.

About the Role

The  Horticulture Team  Administrator  role  is  responsible  for  ensuring  the  smooth
running  of  the  horticultural  operation  from  an  administration  perspective.   They will
support the HPC and team contributing to and promoting good communication flow
between the horticultural department and other departments and support the Head and
Deputy Head of Plant Collections in the dissemination of information amongst staff and
volunteers.  They will ensure that purchasing for projects is completed on time and all
purchasing procedures are followed in collaboration with the finance department. The
Horticulture Team Administrator will support the delivery of key horticultural operations
using  their  administrative  skills  and work with volunteers  to  support  their work  and
delivery.

5.

5.1

Key areas of responsibility

Administration

Provide administrative support to the Head and Deputy Head of Plant Collections and
wider horticultural team including:

•

 SharePoint  champion  for  the  horticultural  team  ensuring  document

management;

•  Diary management including arranging meetings and scheduling

•

 Supporting recruitment processes for staff and volunteers;

•  Work with  the Volunteer  Manager  and  horticultural  team  on  administrative

tasks  for volunteers,  e.g.  Using  Better  Impact volunteer  software  to  email

volunteers;

•  Supervise administrative volunteers for simple tasks to support your work

•

 Organising travel and accommodation

5.2 Procurement and Finance

•  Place  orders,  liaising  with  supplies  and  chasing  invoices,  liaising  and

coordinating  deliveries  including  waste  management  and  contractors,

machinery repairs ensuring sign off;

•  Take responsibility for ensuring the  daily, monthly and annual administrative

processes to support the Horticultural budget management per below.

Ensure that accurate records are provided to finance for additional hours worked in
line with any payroll cut off dates.  Devise and maintain office systems including data
management  and  filing.    Coordinate with  key  colleagues  to  rationalise  electronic
filing systems and ensure robust version control.

Attend update and operational team meetings as required and ensure information is
promulgated back to the department.  Work with the site wide operations team (Events,
visitor operations, premises for example) to ensure organisational and team priorities
are managed.

Undertake research for project or procurement if required.

Support  Health  and  Safety  administration  by  setting  up  document  management  on
Microsoft  Sharepoint or similar,  for  instance Risk assessments, COSHH assessments
and other documentation.

Where required, support the administration of plant records, full training will be given.

6.

Person Specification

Knowledge Skills and Experience

Essential/
Desirable

Excellent written and verbal communication skills

The ability to clearly prioritise workload and tasks and be confident to
multi-task

Previous team support experience in a fast-paced environment

Strong  team  working  and  collaborative  skills,  someone  who  is  open,
builds relationships and is proactive in sharing knowledge.

Excellent  attention  to  detail  suitable  for  procurement  of  horticultural
sundries and financial administration

Basic knowledge of horticulture in a public garden

E

E

E

E

E

D

7.

Competency Framework

We have a set of eight competencies that are common to all employees and within the
framework each competency has four levels which relate to the level at which
individual roles need to operate.  The competency assessment for this role is set out
below and more information will be provided to support this assessment.

   Competency

Descriptor

Level for this
role

1   Leadership

Setting the pace and behaving with integrity

2   People

Management

Making clear what you expect and what is to be
achieved; enabling and supporting your staff to
deliver

3   Analysis and use
of Evidence

Collecting, analysing and using information
and  evidence,  assessing  risk  and  taking
decisions

4   Communication   Communicating with colleagues, visitors and

stakeholders

5   Collaborative
Working

Working together with people within and
outside of CPG to help us achieve our goals

Organising and managing the work to deliver
results

Using resources cost effectively

1

1

2

2

1

1

1

6   Delivering
Results

7   Using and
Managing
Resources

8   Know How

The knowledge, skills and expertise you need to
do your job and help others to do theirs

1

8.

Terms and Conditions

The post holder will be required to work an average of 2.5 days per week but the nature
of the role means that flexibility over the days and hours worked is required to meet
the needs of the business.

The Garden operates a salary exchange pension scheme currently with Royal London
which means that your gross salary is reduced by the amount of pension contribution
made by the employer and employee which is then paid directly into your pension.
The equivalent contribution rates are 6% employer and 3% employee at the end of the
probationary period.