PA/Team Coordinator - Windsor Farm Shop

Advert Close date - Friday 30th May 2025

Join The Crown Estate team at the Windsor Farm Shop as a PA/Team Coordinator! 

The Crown Estate is a significant national landowner with a diverse portfolio that includes urban centres, rural holdings, and the seabed around England, Wales, and Northern Ireland. Our history dates back to 1760, and we operate independently and commercially to grow the value of our portfolio for the nation.

Windsor Great Park, part of The Crown Estate, spans approximately 6,400 hectares (15,800 acres) and includes forests, grasslands, lakes, and gardens. It is an ancient Royal landscape with over 1,000 years of history, featuring historical monuments, rare wildlife, and National Collections of plants and Champion Trees. The Windsor Estate is committed to environmental and ecological best practices, making it a model of excellence in rural conservation and sustainability.

This varied role involves providing PA support to the Farm Shop management team and administrative support and coordination for the wider team. Key responsibilities include stock administration, supporting day-to-day tasks, meeting scheduling, financial management, and tracking key processes.

Main Accountabilities:

• Organise and maintain diary commitments for the management team, ensuring relevant papers are prepared and priorities are alerted.
• Monitor progress of matters through incoming/outgoing emails to help ensure management commitments are met.
• Manage and handle all direct customer contact/correspondence (telephones, emails, letters) in a timely and professional manner, demonstrating high accuracy, customer focus, and confidentiality.
• Prepare draft responses to correspondence.
• Coordinate and proactively engage in supporting projects.
• Organise internal and external team events and meetings.
• Develop and maintain excellent professional relationships with key stakeholders and the Estate team.
• Support stock administration and provide cover during absences, including setting up new products and suppliers, raising POs, and processing GRNs.
• Weekly reporting of staff hours/costs, highlighting variances to budget.
• Monthly submission of staff hours to payroll.
• Maintain accurate records of service contracts, organise inspections and repairs to ensure they are up to date.
• Document and maintain process notes.
• Maintain accurate records of licenses and monitor to ensure they are up to date (e.g., music, alcohol).
• Liaise with external and in-house maintenance teams on repairs and maintenance.
• Monitor energy usage for buildings, report utility readings, and deal with queries.
• Coordinate team training, liaising with the People team/Health and Safety Manager, and support the administration of our Safety First work and initiatives.
• Prepare new employee induction and training plans.
• Process orders for uniform and PPE.
• Maintain and keep updated the filing system, including some archiving of documents/files.

Knowledge, Experience, and Skills:

• Proven experience in a previous PA role in a fast-paced environment, ideally within a retail/hospitality environment.
• General administrative experience within a team, dealing with a wide range of issues and stakeholders.
• Financial management systems and budget management experience.
• Experience in managing customer feedback is desirable.
• Experience in stock administration within a retail environment is desirable.
• Proven experience in developing business processes to improve efficiency.
• Excellent interpersonal skills with the ability to build and maintain effective relationships internally and externally.
• Strong numerical skills.
• Methodical with excellent organisational skills and the ability to balance priorities.
• High level of computer literacy, including intermediate Excel skills.
• A problem solver with the ability to take initiative and make decisions that positively impact the business.
• Meticulous attention to detail.
• Ability to work within timeframes and adhere to deadlines.
• An adaptable, collaborative style.
• Willingness to respond to operational needs

How to Apply: If you are passionate about providing exceptional administrative support and meet the above criteria, we would love to hear from you. Please submit your application through our website The Crown Estate Careers.

We are a proud disability confident employer and operate the offer of interview scheme Disability Confident employer scheme - GOV.UK (www.gov.uk).

We are happy to offer alternative application methods or formats and can be flexible on our process to enable you to have the best opportunity.

If you have any questions about our recruitment process or would like to talk about adjustments, please contact us at careers@thecrownestate.co.uk.