Business Admin Lead

Salary

£30,000–£35,000 FTE, depending on experience and qualifications

Hours

35 hours per week. Part\-time considered.

Location

181 Townsend Lane, Liverpool

Reports to

Pam Constance, Director of Positive Futures

Works closely with

CEO, Senior Leadership Team, Management team and Trustees

Responsible for

Office administration, governance administration, facilities coordination, facility hire, room bookings, co\-located service administration, HR administration support, policy register oversight, compliance administration and learning and development coordination.

Role Purpose

The Business Administration Lead will play a key role in ensuring Positive Futures runs safely, smoothly and professionally

This role will oversee core administrative systems, office management, governance support, compliance records, HR administration, facility hire, room bookings, learning and development administration and practical operational coordination. The postholder will work closely with the CEO, Senior Leadership Team, Director of Positive Futures and trustees, providing trusted administrative, governance and operational support across the organisation.

They will act as a central point of coordination for managers, colleagues, trustees, visitors, partners and external services, helping to create a well\-run, welcoming and compliant workplace.

Key Relationships

· CEO

· Director of Positive Futures

· Senior Leadership Team

· Trustees and committee members

· Managers across Positive Futures and Positive Futures Homes

· Co\-located services and partner Organisations

· External partners, contractors and suppliers

· Commissioners, funders and professional advisors where required

· External HR, legal, governance, training and compliance advisors where required

Key Responsibilities

1\. Office, Facilities and Building Coordination

Lead on the day\-to\-day running of the office, shared workspaces and building facilities, ensuring they are safe, organized, welcoming and well managed.

· Managing office supplies, stationery, equipment and general stock control.

· Ensuring meeting rooms, shared spaces and youth centre spaces are prepared, tidy and reset after use.

· Coordinating internal room bookings, external facility hires and partner use of the building.

· Maintaining an accurate room booking calendar and ensuring space is used fairly and effectively.

· Acting as a key contact for facilities issues, repairs, maintenance and contractors.

· Supporting managers with practical office needs, including printing, supplies and workspace arrangements.

· Ensuring new starters have the equipment, IT, email, login and workspace they need.

· Supporting the smooth running of events, workshops, training sessions and stakeholder meetings.

· Ensuring building users understand and follow agreed expectations for use of shared spaces.

2\. Facility Hire, Room Bookings and Co\-Located Services

Coordinate facility hire, room bookings and co\-located partner services, helping Positive Futures make best use of its shared spaces.

· Managing the facility hire and room booking process, including enquiries, availability, booking confirmations and access arrangements.

· Maintaining clear records of room bookings, partner use, facility hire income and agreed terms of use.

· Coordinating co\-located services and regular partner use of the building.

· Supporting the development, administration and monitoring of Service Level Agreements, licences, room hire agreements and partner arrangements.

· Ensuring partners and building users provide required documentation, including public liability insurance, safeguarding policies, health and safety information and data\-sharing agreements where required.

· Ensuring partners understand expectations around room set\-up, reset, cleanliness, security, confidentiality and appropriate use of shared spaces.

· Acting as the first point of contact for practical issues

· Escalating any concerns around partner conduct, safeguarding, building use, compliance or health and safety to the relevant manager.

· Supporting the collection of usage data and monitoring information linked to facility hire, co\-located services and partner activity.

· Helping to ensure the building is used in a way that supports Positive Futures’ mission, values and work with children and families.

3\. Governance, Policy and Compliance Administration

Provide high\-quality administrative support for governance, policy and compliance processes.

· Coordinating board and committee meetings, including diary planning, papers, agendas and logistics.

· Compiling and circulating governance papers in line with agreed timescales.

· Taking clear, accurate and professional minutes for board, committee and statutory meetings.

· Maintaining action logs and following up on agreed actions.

· Maintaining accurate governance records, trustee information and key organisational documents.

· Supporting trustee onboarding and offboarding administration, including keeping trustee records up to date.

· Supporting Companies House and Charity Commission administration, including registering new trustees/directors and removing trustees/directors when they leave.

· Maintaining the organisational policy register, including review dates, responsible leads and approval routes.

· Tracking when policies, procedures and key documents are due for review.

· Coordinating policy updates with relevant managers and ensuring approved versions are stored and shared appropriately.

· Supporting preparation for inspections, audits, governance reviews and due diligence requests.

· Ensuring confidential documents are stored safely and appropriately.

4\. Compliance Registers, Complaints and Organisational Records

Maintain oversight of key organisational registers, compliance records and central records, ensuring the organisation remains well organised, inspection\-ready and compliant.

· Maintaining compliance registers, including health and safety checks, training records, insurance documents, contracts, SLAs, licences and key organisational records.

· Ensuring compliance actions are logged, followed up and escalated where needed.

· Maintaining accurate records of complaints, compliments and feedback.

· Supporting the administration of the complaints process, including tracking timescales, responses and outcomes.

· Ensuring complaints and feedback are shared with the appropriate manager and recorded in line with organisational policy.

· Keeping central records organised, accessible and secure.

· Supporting the organisation to remain ready for internal reviews, funder checks, safeguarding audits and external inspections.

· Identifying gaps in records, systems or compliance processes and escalating these appropriately.

5\. Diary and Executive Administration

Provide effective administrative and diary support to the Director, CEO and wider leadership team.

· Managing complex diaries and helping to prioritise meetings.

· Scheduling internal and external meetings with colleagues, partners, commissioners, funders and trustees.

· Preparing meeting packs, agendas and supporting documents.

· Arranging travel, accommodation and logistics where required.

· Supporting senior leaders with correspondence, administration and follow\-up actions.

· Helping to ensure deadlines, reporting dates and key organisational commitments are tracked and met.

6\. Health and Safety Administration

Support the organisation to maintain a safe working environment through good administration and compliance tracking.

· Maintaining health and safety records, logs and inspection documents.

· Supporting regular workplace checks, including fire safety, first aid and general office safety.

· Coordinating risk assessments for workspaces, meetings and events.

· Ensuring accident books and incident records are maintained appropriately.

· Liaising with suppliers and contractors for PAT testing, fire alarm checks, equipment servicing and other compliance requirements.

· Supporting managers to keep health and safety actions up to date.

· Escalating any risks, repairs or concerns promptly to the relevant manager.

7\. HR and Recruitment Administration

Provide accurate, confidential and well\-organised administration support across recruitment, onboarding, employee records and core HR processes.

· Supporting the recruitment process, including job adverts, interview arrangements and candidate communication.

· Coordinating safer recruitment checks, including references, right\-to\-work checks and DBS checks.

· Preparing offer letters, contracts and onboarding documentation.

· Coordinating induction schedules for new employees.

· Ensuring new starters are set up with relevant IT, systems, equipment, ID badges, training and workplace access.

· Maintaining accurate employee records on HR systems.

· Supporting managers with probation review reminders, supervision records, training records and key HR dates.

· Maintaining oversight of mandatory training records and escalating gaps to managers.

· Supporting absence, leave and sickness administration where required.

· Ensuring confidential HR information is handled safely and professionally.

· Supporting staff training administration, including bookings, attendance records and certificates.

· Liaising with the People/HR Lead or external HR advisor where required.

8\. Learning, Development and Workforce Development Coordination

Coordinate learning, development and workforce development administration across Positive Futures and Positive Futures Homes, ensuring training is well organised, recorded and followed up.

· Maintaining oversight of the group training matrix, including mandatory training, role\-specific training and refresher dates.

· Coordinating training bookings, attendance records, certificates and evaluation forms.

· Supporting managers to identify training gaps and escalate overdue o

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