The Ornamental Aquatic Trade Association (the ‘voice’ of the UK home aquarium industry) is seeking an experienced and reliable person to manage the office of our small but busy team. You will be our key administrator, using your organisational skills to keep the office functioning smoothly and efficiently. We are looking for someone with financial management skills but we will also consider candidates with great administration skills who are willing to undertake Level 2 AAT Certificate of Bookkeeping to enable them to take on the financial management duties outlined in the job description. What we're looking for: The post holder will need to be: A highly motivated self-starter. Willing to take ownership for delivery of responsibilities and take appropriate actions when needed and without direct supervision. Very organised with a strong administrative background. Able to balance a broad range of responsibilities, with close attention to detail, and consistently deliver on time. Highly flexible and versatile. Able to adapt to rapidly changing priorities and willing to assist the team in a broad range of activities from supporting delivery of policy responsibilities to ensuring cleanliness of the office. Experience of financial management and accounting software is highly desirable and will be reflected in the salary offer but training will be given to the right candidate. Able to competently and efficiently deliver all aspects of the financial management of a small team. Strong customer service and communication skills. Able to deal politely and professionally with a range of queries from OATA member businesses and our Board of Directors, officials and the public by phone, email and letter. Good working knowledge of Microsoft Office programmes e.g. Outlook, Word, Excel, PowerPoint, Access (latter useful but not essential). Other desirable attributes: Knowledge of the ornamental aquatics sector or fish keeping or pet sector would be useful but not essential. Responsibilities to include but are not limited to: Financial management (training available) Management of accounts, including making and receiving payments, invoicing, reconciliation of accounts against bank and credit card statements. Bookkeeping responsibilities including: posting cost invoices, posting bank and reconciliations, preparing accounts. Management and on-time delivery of payroll. Delivery of legal responsibilities, including quarterly VAT returns and liaison with company accountants for annual audit. Budget preparation and oversight and quarterly reporting to the Board of Directors in liaison with the CEO. Membership management Issue and manage annual subscriptions and maintain register of members. Process new member applications. Be the first point of contact and handle administrative queries from members. Play an active role with the rest of the team in growing OATA membership and retaining existing members. Administration of OATA training courses Liaison and point of contact for students on our training courses, administering joining and completion processes, monitoring progress and supporting City & Guilds’ annual review. Primary Authority (PA) Scheme management Manage OATA’s membership of the Government’s Primary Authority Scheme, including sourcing advice from PA partners and attending meetings. General duties First point of contact for queries from members, Directors and the public. Organisation and administration of quarterly Board meetings and AGM Management and oversight of Companies House filings, various contracts, insurances and registrations, including for IT service provision, staff contracts, office lease, office facilities and others. Support team members with administrative help such as organising travel. Reporting evidence of illegal activities to regulators. Employment information Salary. £29,000-£32,000pa dependent on experience. Opportunities for salary progression subject to meeting training, performance metrics and completion of a successful probationary period. Salary is subject to annual review. Hours. Full-time, 37.5 hours/week. Whilst some flexibility is available, and subject to personal circumstances, due to the nature of the role you will usually be expected to be available during our normal office hours between 9am to 5pm, Monday to Friday. Annual leave. 22 days plus Bank Holidays and the period between Christmas and New Year when the office is closed. Working arrangements. The job is initially expected to be in person, based at our office in Westbury, Wiltshire. However, hybrid working arrangements will be considered, subject to completion of on-site training and office functions being organised to allow for remote delivery. Free office parking is available at our Westbury office. Training and development. The post-holder will gain onsite training during a 6-week handover period with the current postholder. In addition, for candidates without the full financial management experience we will expect the successful candidate to complete a 17-week Level 2 AAT Certificate of Bookkeeping within the first six months of the job to enable them to take on the financial requirements of the job. Pension. A company pension is available through the Government’s NEST scheme. Application, interview and commencement To apply please send your CV (including references) and a covering letter explaining your suitability for the position to Dominic Whitmee (Chief Executive) at infoornamentalfish.org by 6pm on Wednesday 19 March, 2025. It is anticipated that invitations for interview will be issued in the week commencing 24 March and held during the week beginning 31 March. The candidate will be asked to undertake some competency-related exercises prior to the interview. The successful candidate will be notified in the week beginning 7 April with a start date on or around 6 May. This will be followed by a 6-week handover with the current postholder. You should advise us with your application if, for any reason, you will be unavailable to start on 6 May or at any time during the following 6-week handover period. Further information is available in the first instance from the current postholder, Ray Valovec, on 07946 167121.