Business Support Administrator

Objectives of the Role

Adopting a team\-based flexible approach to ensure high levels of business support and customer services are delivered across all areas of the organisation. Based with the FutureSELPH team and reporting to Children and Young Peoples Service Manager, the Business Support Administrator will be responsible for specific task and functions related to that service area.

Main Duties and Responsibilities

• Providing high levels of Business Support


• To undertake a range of routine administrative tasks using Microsoft Office and other data management systems.


• Respond in a timely manner to enquiries received via phone, email, social media or in person.


• Record in detail messages from others and ensure they are passed on in a timely manner.


• To maintain records for services and individuals and input data accurately to data management systems.


• Book venues for internal and external events and arrange refreshments if needed.


• Attend meetings as minute taker, and provide any follow up administrative support as required.


• Issue standard documentation including letters, agreements, booking forms.


• To support the marketing of the service by liaising with the Communications and Marketing Officer.


• To comply with GDPR and information sharing systems.


• To provide reception duties as required and cover for other members of the administrative team.


• To liaise with Finance and HR as needed to support the smooth running of these functions.


• Support with processing and coding of orders.


• Support with the monitoring and evaluation of services and projects.


• Providing high levels of Customer Support


• Respond to and assist individuals with their enquiries, in a timely, friendly and accurate way, using phone, email, social media or in person.


• Have a good understanding of the breadth of services provided by St George’s in order to provide information and signposting.


• Actively listen to and understand the needs of individuals and provide information and signpost to the most appropriate service.


• Follow up individual enquires on a weekly or monthly basis as required


• Record in detail any messages and ensure they are passed on in a timely manner to the appropriate person.


• Take and record compliments and complaints and direct them to the most appropriate person.


• Safety, Equality \& Diversity, Quality and Safeguarding


• To be responsible for the health \& safety of self, staff and all participants ensuring awareness and compliance of the company’s health \& safety policy and procedures


• To be aware of the company safeguarding policies for children, young people and vulnerable adults and follow procedures as necessary


• To comply with the organisations equality and diversity policy


• To comply with data protection issues as set down in GDPR agreements

E1 Responsibility for Supervision, Direction of Employees

There will be no responsibility for other staff but there would be an expectation to give support to other team members and volunteers.

E2 Responsibility for Physical Resources

Routinely and accurately updating various data systems for administrative purposes

Responsible for the accurate filing of information relating to the service.

E3 Responsibility for Budgets

No responsibility for budgets

Regularly process orders as requested.

Authorised use of company credit card.

Maybe be required to administer petty cash within petty cash procedure.

E4 Level of Contacts, Customers and Clients

Regular contact with the public to give and receive information, face to face, on the phone via email.

Regularly contract with outside organisation to support business function

Regular contract with participants who access the service

Regularly required to liaise with other functions within the organisation i.e. HR, Finance, Marketing

E5 Levels of Independence and Initiative

Regularly use initiative to ensure systematic tasks are complete.

Required to manage workloads to achieve deadlines

Regular contact with Manager, who is always available for reference purposes.

Major decisions would require the agreement of the Manager.

E5 Working Conditions and demands

Office based work, occasionally required travel to and work at different locations, regular hot\-desking.

Will encounter information which maybe sensitive, upsetting for self and individual or cause the individuals to become angry or upset.

Very occasionally experience and need to manage aggression toward self or other workers.

Very occasional work outside of normal working hours.

Occasionally required to move furniture and reset rooms.

Pay: £13\.45 per hour

Benefits:

• Casual dress


• Company events


• Company pension


• Cycle to work scheme


• Free parking


• Health \& wellbeing programme


• On\-site parking


• Referral programme


• Sick pay

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