The Learning Hub will be closed for maintenance from 5am until 2pm on 5 November. For information, email: [email protected].

Farm secretary

The farm secretary plays an important role on the farm. Responsibilities can include maintaining financial records, managing staff records and payroll, the maintenance of health and safety records, livestock registrations and movements, cropping records, and, in more advanced roles, completing Defra/Rural Payments Agency applications.

Also known as (farm) office administrator, (farm/rural) business administrator.

This profile highlights the skills and knowledge associated with the role. However, jobs will have varying responsibilities depending on level of the role and the size or type of the business.

The farm secretary is a varied position that requires you to maintain a good overview of all activity within the farm business. You should be experienced in the use of computer programs, digital financial recording systems, and other specialised farm records software and apps.

You should also be able to carry out a range of staff management tasks, such as maintaining employee records, recording qualifications, and payroll preparation/processing.

As a farm secretary, you would be an integral part of the farm staff team, report directly to the farm owner or managers, and require excellent organisational and communication skills.

You may also be required to support the business with audit, finance, payments/billing management, and the application processes involved for Defra/Rural Payments Agency schemes. From a legal stance, this role also requires you to understand farm health and safety and tax laws well.

The role can be employed full-time or part-time, or can also be on a self-employed basis working for several clients. Depending on the business size, your working hours may vary, and you might need to work shifts and weekends.

You may also need to have your own transport to get to work.

As a farm secretary, your responsibilities might include:

Use HMRC-approved digital financial software for data entry
Keep records of livestock and crops
Apply for government grants and schemes
Prepare farm business accounts to trial balance and, if qualified, tax returns
Deal with wages and staff records
Help cost, order, and pay for equipment and supplies
Carry out filing and other general administrative tasks
Keep up to date with farming practices, health and safety, and tax laws
Ensure effective communication between all other staff and stakeholders in the farm business

To work as a farm secretary, you should:

Have good attention to detail
Be organised and able to plan ahead 
Be passionate about the farm business 
Be willing to learn and try different ideas 
Be able to work well with others
Be able to work on your own
Be sensitive and understanding
Be flexible and able to deal with a dynamic workplace
Have excellent verbal communication skills

You could be appointed as a farm secretary based on experience. However, a relevant qualification, such as a degree in agriculture or farm business management, could increase your options (see qualifications and training below).

Self-employed farm secretaries will also require the relevant anti-money laundering (AML) supervision licences and professional indemnity insurance, where relevant.

This role would suit someone who is self-motivated, enthusiastic and committed to making a difference in the industry.  

As a farm secretary, you’ll have the following competencies in relation to keeping records, billing, managing human resources, and being the main point of contact for the farm business. You will:  

Use HMRC-approved digital financial recording software
Be responsible for accurate record keeping
Prepare applications for business grants
Prepare farm business accounts and tax returns
Manage staff records and wages
Carry out costing, ordering, and paying for equipment and supplies
Carry out filing and other general administrative tasks
Keep up to date with the farming industry, health and safety, and tax laws
Ensure effective communication between all other staff and stakeholders in the farm business

As a guide, a farm secretary earns £17,000 to £38,000.

TIAH's salary information is provided in the form of an annual pay range. The use of a range is because the salary offered can vary depending on applicant experience, age, status (apprenticeships payment is subject to different guidance) and geographical location.

Some positions will offer hourly wages which should reflect age-related national minimum wage levels. Follow this link for 2024 hourly rates National Minimum Wage and National Living Wage rates - GOV.UK.

As a farm secretary, you could progress your career if you choose to do so. For example, you could develop your knowledge and skills through further training courses or study, or you may want to gain experience working on a different type of farm business and take on more clients.