Office and Information Manager

Birmingham Botanical Gardens (BBG) are keen to see applications from people of all backgrounds and communities and are committed to representing the city’s diverse nature.  The Gardens look forward to receiving applications from all suitable candidates and will conduct inclusive recruitment processes based on attitude, experience, and qualifications. BBG are also committed to ensuring that no one invited to the interview should be excluded due to financial circumstances and will reimburse anyone attending the interview (related costs must be supported by receipts) if required.

Office and Information Manager

Purpose of Role

To ensure BBG develops, implements and operates robust, efficient office and HR administrative systems. This involves operating and maintaining systems and procedures concerning office administration and management, plus providing administrative support to the Chief Executive, BBG Senior Management Team, the Chair, the Company Secretary, the Board of Trustees and its Committees to ensure the effective and efficient running of BBG. The Manager will have oversight of all administrative operations throughout BBG.

The post holder will be a highly motivated individual who will possess excellent organisational ability, integrity, and judgement, as well as flexibility and the ability to exhibit their own initiative in resolving problems when they arise.

Reports to: Chief Executive
Direct Line Management: none
Hours: 30 hours per week
Salary: £20k per annum


Key Responsibilities

  • Take the lead on developing, implementing and operating BBG’s administrative management functions, including HR and business information (including GDPR)
  • Oversee administrative systems across BBG
  • Proactively review office operations, identify, recommend and implement business process improvements as agreed with the Chief Executive
  • Take the lead on developing, implementing and operating administrative support to the Chair and Trustee Sub-Committees
  • Ensure costs are controlled across all areas of office management and administration
    Ensure venues, refreshments, etc, are provided for Board and other meetings


  • Providing reliable and accurate administrative systems and processes to provide effective corporate governance and smooth operational running
  • Providing timely and accurate Secretariat support to the Committee Chairs
  • Ensuring that Committee meetings are serviced in a professional, timely and accurate manner

Knowledge required

  • An understanding of the complexity of organisational management
  • Ability to produce management and Board reports
  • Awareness of the importance of confidentiality
  • Understanding of the not-for-profit sector, preferably within a heritage setting
  • Fluent in MS Office applications


  • Experience in managing an office, including the development and management of best practice systems and processes
  • Experience in managing costs
  • Experience in providing Secretariat support
  • Experience working with Trustees and Senior Managers
  • Experience gained within the heritage, charity or cultural sectors desirable


  • Numerate and literate with an analytical approach to work
  • Organised and effective when dealing with manual and digital systems and processes
  • Results-orientated with excellent organisational and planning skills
  • Ability to process large volumes of data, rationalise and prioritise what is important
  • Strong attention to detail and an investigative nature
  • Ability to control costs
  • Enthusiasm for the Charity’s aims
  • A broad understanding of heritage and conservation issues, public engagement and customer-facing activities
  • Ability to represent an organisation clearly and compellingly to different audiences
  • Integrity
  • Ability to work effectively with colleagues and support a working environment which attracts and retains talent
  • Ability to remain calm under pressure
  • Ability to work flexibly five days out of seven per week, including occasional weekends and, when required, in the evenings and on Bank Holidays.

How to apply

To apply for this role, please send your CV and cover letter to