THE CHELSEA PHYSIC GARDEN COMPANY
Chelsea Physic Garden, 66 Royal Hospital Road, London SW3 4HS
Part-time
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.
THE CHELSEA PHYSIC GARDEN COMPANY
Chelsea Physic Garden, 66 Royal Hospital Road, London SW3 4HS
Full-time
Role Profile Job Title Position Hours Membership Manager Permanent Full-time 35 hours per week (including some evenings and weekends) Holidays 33 days including 8 public holidays Manager Location Commercial Director 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 interlinked reinforcing values that support each other Openness and Transparency Respect & Care Sharing and being generous with information Being open to new ideas and opinions 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 Membership Manager plays a pivotal role in growing and developing CPG’s membership community, supporting our organisational ambition to inspire wonder, wellbeing and discovery by uniting people with plants that heal. With a strong focus on membership sales and retention, customer engagement, and visitor conversion, the postholder will drive the growth of the membership base and deliver an excellent standard of service across all membership touchpoints. Reporting to the Commercial Director and working in close collaboration with the Visitor Experience Manager, the Membership Manager will develop and implement strategies to increase membership acquisition, retention, and overall income to meet the Garden’s ambition of growing membership by 10% over five years. This includes supporting the Visitor Experience & Retail Assistants (VERAs) and volunteers to maximise on-site membership conversion, gift aid participation, and upselling opportunities. The postholder will deliver training and guidance to ensure the team understands membership benefits and can confidently promote them to prospective members. The Membership Manager is also responsible for maintaining accurate and GDPR-compliant records of all membership data, ensuring smooth data entry, processing, and reporting. They will develop and maintain strong relationships with members at all levels and work collaboratively across departments to deliver membership benefits, communications, and events that add value and drive loyalty. The Membership Manager will be responsible for reviewing the contract with the third-party mailing house, ensuring service level agreements are met. The postholder will lead on marketing campaigns related to membership, provide insights on member behaviour and sales trends, and contribute to initiatives that improve the overall visitor to member journey in coordination with the Visitor Experience Manager and Marketing team. The Membership Manager will be available to work occasional weekends as part of a duty management roster and will contribute to the delivery of major public events such as Spring Open Days, Summer Lates, and the Christmas Fair. 5. Key Responsibilities I. Membership Processing The Membership Manager will ensure that all sales and renewals of Friends memberships are processed accurately and in a timely manner. This includes inputting data into the CRM (Raiser’s Edge NXT), sending out Membership packs, processing Direct Debit claims and submitting Gift Aid claims. The Membership Manager will be responsible for maintaining the Friends database including updating records when required and providing reports to other staff when needed in line with GDPR guidance. The MM will work with the third-party mailing house to ensure that renewals letters are sent out in a timely manner. II. Growth and Development The Membership Manager will take a proactive role in identifying and developing opportunities for membership growth, with a particular focus on new and underutilized segments such as corporate memberships. This includes researching potential partners, designing tailored membership packages, and collaborating with the Commercial Director and Fundraising Team to launch and promote these offerings. They will be responsible for developing strategies to diversify and expand the Friends membership base, analysing data trends, and proposing innovative approaches to increase acquisition and retention. The Membership Manager will also monitor market developments and peer institutions to identify best practices and inform long-term membership development plans. III. Communications and Campaigns The Membership Manager will lead on the strategic communications with Friends and work closely with the Fundraising Manager to support stewardship of the Patrons programme. Working closely with the Commercial Director and Marketing Manager, they will agree the frequency and nature of all communications sent out to Friends across the year, maintaining a calendar of key information and messaging. The MM will work with the Marketing Manager to develop a schedule for membership recruitment, including online and offline channels, and take account of key points in the year such as Christmas and Mother’s Day The MM will take ownership of relevant sections of the website, keeping information up to date, accurate and effective. This will include utilising web analytics to understand and optimize user journeys and support migration to Paperless Direct Debit. IV. Onsite Sales Working closely with the Commercial Director and Visitor Experience Manager, the MM is responsible for the development of an onsite recruitment strategy, including the production of flyers, forms and posters in the house style. The MM will also support the training of Visitor Experience and Retail Assistants (VERAs) on the process of selling and processing membership, including upselling, converting day tickets to memberships and maximising direct debit and Gift Aid sign up. They will also play a key role in volunteer engagement, working alongside the Retail Buyer & Merchandiser and Visitor Experience Team to support a team of Retail & Membership Volunteers in delivering excellent service and achieving targets. V. Stewarding The Membership Manager will act as first point of contact for prospective and current members. They will actively steward monthly Friends Coffee Mornings, and work on expanding the current offering of Members’ events by devising additional opportunities for in-person engagement. The postholder will support the Fundraising Team through the administration of Raiser’s Edge, including Garden Patron membership renewals, prospect management and gift aid claims. Additionally, occasional support will be required for donor events. Person Specification Skills and Experience Experience working with members of charitable, heritage or arts organisation Experience working with Raiser's Edge Knowledge of data protection legislation Knowledge of Gift Aid legislation Excellent communications skills (written and verbal) Knowledge of MS Office programmes and ability to learn to work with different systems such as Shopify Knowledge of working in value-led organisations such as charities, or the cultural sector Experience of managing suppliers Experience of processing financial information e.g., Direct Debits Experience of producing letters and emails for mass distribution Self-motivated and able to act on initiative Strong organisational skills, able to manage multiple priorities simultaneously Experience of supervising volunteers An interest in Gardens Experience of copywriting Competency Framework Essential/ Desirable E E E E E E E E E E D D D D D 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 1 Leadership 2 People Management 3 Analysis and use of Evidence 4 Communication Setting the pace and behaving with integrity Making clear what you expect and what is to be achieved; enabling and supporting your staff to deliver Collecting, analysing and using information and evidence, assessing risk and taking decisions Communicating with colleagues, visitors and stakeholders 5 Collaborative Working Working together with people within and outside of CPG to help us achieve our goals 6 Delivering Results Organising and managing the work to deliver results Using resources cost effectively The knowledge, skills and expertise you need to do your job and help others to do theirs 7 Using and Managing Resources 8 Know How Terms and Conditions Level for this role 3 2 2 3 2 3 3 3 The post holder will be required to work an average of five 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. There is a requirement to work regular weekends and bank holidays as part of a roster (approximately one weekend per month but varies with the season), for which time off in lieu will be provided. 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 5% employer and 3% employee at the end of the probationary period. Details of other employee benefits and rights will be provided to successful candidates and include things like a season ticket loan, a cycle purchase scheme as well as an employee assistance programme.