Job opportunities

Zoological Department Co-ordinator

Overview of the role:

As Zoological Department Coordinator you will play a vital role coordinating the operational, financial, and administrative activity of the busy Zoological Department. You’ll be assisting the Curatorial and Wildlife Health Services teams deliver their responsibility across ZSL’s strategic areas including, species planning, developing strategies for animal care and increasing the conservation and science impact of our Zoos.  Reporting directly to the Chief Zoological Officer, with a dotted line to the Head of Wildlife Health Services you will working within a department that includes a dynamic and passionate team from Taxonomic Curators, Wildlife Health Services, to animal transfers, zoo research and much more! 

Key responsibilities:  

• Support the Chief Zoological Officer, Head of Wildlife Health Services and the Zoological Senior Management Team (ZSMT) to coordinate and organise department meetings, travel, rotas, service contracts and activities.
• Coordinate the consolidation and appropriate storage of Zoological digital assets within ZSL’s data management systems.
• Support meeting organisation and communication, including, but not limited to, preparation for formal letters, managing meeting agendas, tracking actions agreed from meetings.
• Coordinate equipment and purchase requests on Zoological credit cards and undertake monthly reconciliation of these accounts.
• Supporting legal compliance with the appropriate staff and dept (i.e., H&S, radiation safety, zoo inspections, updating Standard Operating Procedures, licenses, etc.)
• Logistical, timetable organisation and support for the RVC ZHM Track rotation students in WHS and other students.
• Provide oversight of departmental invoicing and country transfers, liaising with managers and the ZSL Accounts Payable team as required to ensure accurate data entry, prompt approval and subsequent payment.
• Assist with sign off for grant proposals, legal agreements and ad hoc requests. Ensure all agreements, reports and budgets are subsequently filed accordingly.
• Lead or support, the organization of Animal Welfare Zoo Ethics Committee meetings, symposia, conferences, workshops, fundraising events and meetings for Zoological department.
• Liaise with external partners to coordinate events organization and logistic arrangements.
• Write the monthly ex-situ conservation and science highlights and keep the ZPD, SPT up to date to ensure all project information is the most up to date.
• Coordinate and deal with updates, new content and changes to webpages, monitor and release content on ZSL zoological on social media accounts.
• Support the team in developing capacity in ex-situ and in-situ conservation professionals, veterinarians and students through our zoos and unique education and training environment.
• Support and coordinate ZSL’s regulatory, conservation and scientific partnerships with British and Irish Association of Zoos and Aquaria (BIAZA)European Association of Zoos and Aquaria (EAZA), World Association of Zoos and Aquaria (WAZA), Conservation Planning Specialist Group. Species360 Conservation Alliance. IUCN Specialists Groups, Royal Veterinary College (RVC) and Defra.

About You:

• Extensive experience with the management of administrative processes at a departmental level.
• Demonstrable experience with the management of financial processes.
• Prior administration and PA experience
• Database management or the ability and willingness to learn backend database management
• Excellent communication skills with stakeholders at different levels.
• Highly computer literate, particularly with Word, Excel and PowerPoint.
• An ability to manage competing priorities and delegate effectively.
• This post is a blended role for office and home working; weekly travel to Zoo sites will be required

This role is subject to standard pre-employment checks, including the candidate's right to work in the UK.

We strongly encourage applications from all backgrounds and celebrate the value of having a team of employees with diverse skills, experiences, and heritage. We are committed to ensuring our teams can bring their authentic selves to work without fear of discrimination. ZSL has active equality networks for our staff with lived experience and those who provide active allyship in Race and Culture, Team Pride, Disability Network, and Menopause Network, complemented by our strategic EDI Steering Group.