Farm office Assistant

Farm Office Assistant

Overview of the role

The Farm Office Assistant will provide administrative support to the Executive Assistant (EA), who manages the Directors, helping to distribute the EA’s workload and ensure the smooth running of day-to-day office operations.

Based at the main reception desk, the role will also act as the first point of contact for the company, welcoming visitors, managing incoming calls and enquiries, and maintaining a professional, organised and welcoming office environment.

This role offers an engaging environment for a motivated individual looking to contribute to a professional setting while developing their administrative expertise. The successful candidate will be proactive, organised and able to use their initiative, anticipate requirements and manage a varied workload efficiently, responding to the changing needs of the business throughout the farming seasons.

Reporting Structure and Working Environment

The Farm Office Assistant will report directly to the Executive Assistant (EA) and provide day-to-day administrative support.

The position is based at the main reception desk, with a dedicated workstation just outside the main office. The role requires someone who is comfortable working independently while maintaining regular communication with the EA and other colleagues.

Key Responsibilities

Executive Assistant Support

• Providing day-to-day administrative support to the EA, helping to manage their workload and progress tasks efficiently.
• Preparing meeting materials, agendas, presentations, reports, correspondence and other documentation, following established templates and using company letterheads as required.
• Ensuring documentation for regular meetings is prepared accurately and on time, obtaining the correct information from relevant individuals within required timeframes.
• Managing communications and information across Microsoft applications, including Outlook, Teams, Word and Excel, as well as WhatsApp, telephone and face-to-face communication, depending on the task.
• Maintaining accurate, well-indexed electronic and paper records, alongside general administrative tasks such as printing and filing.
• Proactively following up on outstanding matters, chasing information, tracking actions, setting reminders and monitoring deadlines without needing to be prompted.

Reception and Visitor Management

• Acting as the first point of contact for the company, welcoming visitors and managing the signing-in process.
• Directing visitors to the appropriate contacts or meeting rooms and ensuring a professional reception experience.
• Managing incoming telephone calls and directing enquiries to the appropriate individuals.

Meeting and Office Coordination

• Coordinating meeting room bookings and arranging refreshments and catering.
• Ensuring meeting rooms are presentable, organised and replenished with stationery and refreshments.
• Maintaining the cleanliness, organisation and presentation of reception, office and communal areas.

Office Administration and Supplies

• Monitoring and ordering office supplies and stationery.
• Handling incoming and outgoing post and coordinating deliveries and or returns.
• Liaising with the yard and forklift drivers regarding deliveries where required.
• Monitoring general mailboxes and calendars, ensuring information is communicated promptly to the relevant individuals.

Essential Skills and Attributes

• Exceptional attention to detail: a fundamental requirement of the role. All work must be accurate, thoroughly checked and completed to a high standard within required timeframes.
• Excellent communication and IT skills: strong written and verbal communication skills, a professional telephone manner and the ability to communicate effectively via email, Microsoft Teams, WhatsApp, telephone and face-to-face conversations. Proficient in Microsoft Office applications, particularly Outlook, Teams, PowerPoint and Excel.
• Strong organisational skills: able to prioritise workload, manage competing demands and meet deadlines in a fast-paced environment.
• Initiative and forward planning: able to anticipate requirements, plan ahead, and proactively progress tasks without waiting to be prompted.
• Interpersonal skills: friendly, approachable and professional, with the ability to build rapport and communicate confidently with individuals at all levels.
• Honesty and reliability: trustworthy, discreet, punctual and dependable, with a strong sense of responsibility due to handling sensitive and critical information.
• Confidence to ask questions: willing to clarify instructions, seek guidance when necessary and ensure tasks are completed correctly.
• Ability to work independently: comfortable taking ownership of responsibilities without constant supervision.
• Calm under pressure and adaptable: able to remain composed, maintain accuracy and adjust priorities as the workload and seasonal demands of the farming business change.

General Expectations

The ideal candidate will have a hands-on approach, demonstrate ownership of their responsibilities and be confident following up on outstanding matters without prompting. They will have exceptional attention to detail, the ability to prioritise their workload effectively and manage competing demands in a fast-paced environment. They will be proactive, plan ahead and maintain clear communication, adapting to the changing needs of the business and the seasonal demands of the farming operation.

Clockhouse Farm are committed to creating a diverse and inclusive workplace where everyone can thrive. We welcome applications from people of all backgrounds, including those with disabilities or long-term health conditions. If you require any adjustments to the recruitment process, please let us know — we will work with you to ensure fair and equal access to opportunities.

Requirements

The successful candidate must have:

• The right to work in the UK.
• A full UK driving licence and access to their own transport.
• The ability to commute to the main farm office in Coxheath, ideally living within a 15-mile radius.

What We Offer

• Competitive salary.
• A range of benefits, including an Employee Assistance Programme and private medical insurance.
• Company pension scheme.
• Holiday purchase scheme.
• Free on-site parking.
• Casual dress.
• Company events.
• Health and wellbeing programme.

Working Hours and Location

This is a full-time, office-based position at the main farm office in Coxheath, Monday to Friday, 8.30 am to 5.00 pm, with one hour for lunch.

Pay: £27,000.00-£28,000.00 per year

Work authorisation:

• United Kingdom (required)

Work Location: In person