BPOA Executive Office provision contract.

BPOA Executive Office Provision / October 2021-October 2023

General

  • Applications are invited to tender for the contract to supply the Executive Office (administration services) of the BPOA. This contract will run from October 2021 to October 2023 with an option to run on and 6 months-notice after that. There will be an initial probationary period of 3 months. Tenders should be submitted by June 30th 2021 to Simon Davenport.
  • The duties and other details are as set out below and further information may be obtained by direct application to the chairman of the management committee, James Alcaraz (james@hortiservltd.co.uk) 07943 278426. Any other enquiries regarding the contract should be addressed initially to Simon Davenport (Executive Officer) simon.davenport@homegrownplants.org.uk 07850 766340.
  • In compiling the list below, the committee is mindful of the range of duties that are covered and will give preference to tenders from organisations that have a range of support personnel available with different skills and qualifications. You are invited to detail these capabilities that your offer is able to include with examples of individuals and other functions or services that you provide currently.

Duties

  1. Control membership details and monitor collection of subscriptions (currently managed via the NFU membership department)
  2. Coordination with all Association committees (Technical, Home Grown users & Management) with minutes distribution subsequently.
  3. AGM preparation and management
  4. Planning, physical arrangements and financial control of the annual Spring Conference (held this year exceptionally as a virtual event) in cooperation with the Technical Secretary who is responsible for the day’s technical agenda.
  5. Bookkeeping and financial reports (including banking), presentation of annual account- control of bank account.
  6. Representation at public meetings, exhibitions etc including Four Oaks, National Plant Show and GroSouth (previously this has involved occasional meetings at the ornamentals HIP, NFU Hortboard, and OHRG and Defra)
  7. Coordination of correspondence and press releases/ statements
  8. Maintenance of website (homegrownplants.org.uk) and social media accounts
  9. Preparation of articles for website and newsletters (printed 2 p.a.) and email newsbriefs (12 p.a.)

Travel

  1.  In cooperation with committees, travel to attend meetings (NFU Stoneleigh for example); in support of the Technical Committee and regional technical meetings at member’s nurseries.

Maintenance

  1.  Maintenance of Association office and PO Box for official correspondence 
  2. Administration of bursaries, 
  3. Archive files, storage of exhibition equipment (<1m3
  4. Storage of a small amount of office equipment 
  5. Occasional storage of BPOA trophies (Approx. value £6000- insured by NFU Mutual)

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