Business Support Administrator (fixed term)

Purpose of the post:

As part of our Business Directorate, this role will support the Business Support Manager in ensuring that the charity's functions run efficiently, effectively and sustainably:

·      To provide comprehensive and administrative support and excellent customer service for the Leadership Team and across the organisation.

·      To partner with front-line teams to successfully deliver programmes and events and support campaigns, partnerships and promotions as required.

Key responsibilities:

·      Providing excellent, administrative support for the Leadership Team, including diary management, arranging travel and travel arrangements as required.

·      Providing day to day administrative support to core business and programme teams, as required, including:

• Supporting day-to-day communications by managing inboxes and responding to queries as appropriate (including info@ and recruitment@ inboxes)
• Coordinating face to face and virtual meetings; taking and circulating minutes and following up on actions.
• Provide additional administrative and operational support to teams as required in line with skills, knowledge and experience

·      Manage staff profiles on our website, uploading new staff and removing staff profiles for leavers.

·      Maintain office environment, ensuring desks are clear for colleagues to use and stationery cupboard is stocked and tidy.

·      Organise staff cards – for birthdays, leavers, etc. 

·      Support HR with recruitment processes (e.g collating applications and arranging interviews).

·      Assist the Business Support Manager with delivery of in-person internal events (Staff Days, Board Meetings) and external events (World Book Night, Summer Reading Challenge launches).

·      Set up and closure of Office 365 accounts, monitoring Business User licenses and shared mailboxes.

·      Organisation and administration of monthly Standing Meetings (all staff meeting).

Key contacts:

·      The Leadership Team

·      Business Support Manager 

·      Other members of the wider Business Directorate Team (HR, Finance, Systems)

·      Programme Managers and their teams

·      MarComms

·      Other colleagues across the organisation, external stakeholders and partners

Skills/Knowledge:

·      Excellent working knowledge of Microsoft Office and other applications, including Outlook, Word, PowerPoint, Excel, Teams and Zoom

·      Strong organisational skills and demonstrable ability to prioritise and work to deadlines in a fast-paced environment

·      Strong written and verbal communication skills

·      Excellent customer service skills

Experience:

·      Previous experience as an administrator supporting a busy team and juggling multiple priorities

·      Experience of organising meetings with the ability to produce clear and concise minutes and notes. 

·      Previous experience of working as a member of a team, where colleagues work in separate locations and communicate via email, Teams and Zoom