Agricultural Secretary

Also known as:

Farm Secretary
Secretary, Farm
Rural Business Administrator

Introduction

Agricultural secretaries or administrators provide secretarial support for farmers. Much of their job involves figure work, for example, book-keeping, spreadsheets, completing Value Added Tax (VAT) returns and record keeping. Mobile secretaries work for a number of farms within an area.

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Work Activities

Agricultural or farm secretaries provide secretarial support for farmers. They spend a lot of their time dealing with figures. They keep accounts, checking on the money made by the farm as well as money spent. They might also fill in application forms for subsidies. They may work closely with the farm's accountant to prepare the year-end accounts. Agricultural secretaries need to know about and comply with tax laws, for example, VAT.

Agricultural secretaries use computer systems to help with their work. This might be to keep records of stock levels and information about produce and livestock. Farmers increasingly need reliable data on the financial and physical performance of their farm.

Secretaries help farmers to make stock or crop plans, helping them to draw up budgets and cash flows, and to analyse costs. Secretaries may also talk to bank managers and farming consultants about whether the farmer should go ahead with a new venture, such as growing a new type of product.

The secretary also has to follow the laws that affect agriculture, for example, issues such as health and safety. They might also apply for animal passports if needed. They have to keep accurate and up-to-date forms and records. They have to complete forms for the HM Revenue and Customs (HMRC) for payment of tax and National Insurance.

Agricultural secretaries may live and work on the farm. Other secretaries are self-employed and mobile, visiting several farmers at regular intervals to look after their financial and business needs.

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Personal Qualities and Skills

As an agricultural secretary, you must be good with figures and have an interest in accounts, because you will have a variety of financial duties. IT skills are important; you will use computer spreadsheet and database packages to keep and update records, and to work out budgets and costs. Strong communication skills are also very important to help you communicate with people from many different backgrounds, including bank staff, consultants and civil servants.

You should be able to plan your own working day; at busy times of the year, you will be working under pressure. Secretaries should be reliable and understand the need for confidentiality.

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Pay and Opportunities

Salaries for agricultural secretaries vary depending on qualifications, experience and employer. The pay rates given below are approximate.

Earnings are in the range of £12,500 - £16,500 a year, rising to around £22,500 - £27,000 a year, and higher salaries are possible for some.

Agricultural secretaries usually work 35-40 hours per week; however, longer hours may be required during busy times of the year. Full-time, part-time, temporary and flexible working arrangements may be available.

Employers are agricultural businesses in rural areas, including farms and estates, where secretaries may sometimes live on the premises. Others work for accountancy practices in towns, or for an agency providing secretarial/administrative services to a number of farms.

Agricultural secretaries may also work independently as self-employed persons. Where they work as mobile secretaries, they need a full driving licence.

Temporary work, on a casual basis or through short-term contracts, can be available from farm secretarial bureaux and office employment agencies.

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Adult Opportunities

It is illegal for any organisation to set age limits for entry to employment, education or training, unless they can show there is a real need to have these limits.

It is possible to enter courses without the usual academic requirements, if you can demonstrate that you have relevant knowledge and skills, for example, in administration or accounting duties.

Some college courses are aimed specifically at people wanting to gain or update their general keyboard and secretarial skills. These can be organised on a one- or two-term full-time intensive basis, or part-time.

North Highland College in Thurso may offer a part-time evening course in Farm IT. The Scottish Agricultural College offers a Postgraduate Diploma and an MSc in Agri-Business Management. Bridgewater College in Somerset offers by distance learning the National Proficiency Test Council's Certificate in Rural Business Administration, which includes bookkeeping and accounts, wages and employment and livestock records.

Relevant courses, for example, in word processing, ICT, accounts and administration, are offered by a large number of centres, by distance learning.

• 5% of people in occupations such as agricultural administration are self-employed.
• 35% work part-time.
• 15% have flexible hours.
• 3% of employees work on a temporary basis.

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