Business Support Officer

To provide the reception function over the phone and face-to-face for all visitors to the office. This includes being a first point of contact for the office phone lines; plus ensuring a diary is kept for all visitors to the Centre and ensuring they are welcomed and dealt with efficiently and effectively.
To act as the primary point of contact for premises or maintenance of equipment issues, following up maintenance requests and liaising with other tenants and the Centre’s landlord as appropriate.
To administer a room booking system for the office, prepare rooms for meetings and liaise with organisers of meetings regarding bookings. This includes basic health and safety arrangements and ensuring attendance registers are completed.
Key Responsibilities: Administrative Support
To provide general administrative support to the Centre, including data input, photocopying, filing, completing correspondence, processing incoming and outgoing mail.
To provide high quality administrative support to the Chief Executive as required. For example, arranging appointments and meetings, plus supporting some of the administrative aspects of any recruitment processes.
To provide administrative support for all appointments for carers and workers as required. This will include arrangements for confirming carers’ appointments with the service, liaising with colleagues regarding appointments with carers, booking appropriate meeting rooms etc.
To provide administrative support for specific projects and services. For example, quality assurance work, the short breaks service and emergency planning support service.
To carry out routine updating of the Centre’s website in liaison with the Communications Officer.
To lead as directed on the administration of the Centre’s events and carer training programs, where appropriate. This may include venue and catering arrangements, issuing invitations or reminders (by email, text or letter), distributing promotional material and information, confirming appointments if required and acting as a point of contact for them.
To contribute and support, as required, co-production activities, ensuring the Centre develops quality services in conjunction with carers.
To collate and send information as required by the Carer Advisor team and other colleagues.
To work with and support administration and reception volunteers in liaison with their Coordinator, the Carer Services Manager plus the Head of Business Operations.
To assist colleagues in maximizing fundraising opportunities.
To service formal and informal meetings such as the Centre’s Board of Trustees and its various sub-committees, plus the Carers and Young Carers Partnership Board. This includes distribution of papers, arranging and attending agenda-setting meetings, booking venues, taking high-quality minutes at the internal and external Board Meetings and any additional administrative work associated with the meetings.
Key Responsibilities: General
To operate within the Centre’s policies and procedures. This includes health and safety, data protection and safeguarding, plus referral systems and monitoring arrangements.
To take part in appropriate training, supervision and appraisal.
To work flexibly to support carers and the needs of the service. The service operates from Monday to Friday, from 9am to 5pm and the post holders working hours will be within this timeframe. Very occasionally, the post-holder may be asked to work outside these hours; for example, to minute a meeting which takes place in the early evening.
To undertake, by agreement, any other duties as reasonable and appropriate to the post.
Person Specification: Business Support Officer
Experience of providing a reception service in a customer-focused organisation.
Qualification(s) in administrative procedures or IT (RSA, NVQ etc.) or equivalent training.
Proven track record of servicing board-level meetings and producing high quality minutes.
Excellent organisation and communication skills, including excellent telephone manner.
Experience of prioritising own workload and working to tight deadlines.
Excellent knowledge of IT systems including proficiency in Microsoft Office applications.
Ability to work on own initiative and as part of a small team.
Experience of working within agreed protocols and systems.
Understanding of confidentiality and data protection requirements and processes.
Desirable skills and knowledge
Understanding of the needs of carers (personal experience of working with paid/unpaid carers).
Appropriate qualifications in IT, and keyboard skills.
Experience of working with volunteers.
Location Sheffield£22,000 - £26,500 pro rata. (Staff are expected to start at the bottom of the grade) Type of Contract Full Time Hours 35 hours per weekCity centre locationSecure parking for bikes and some limited onsite parking for cars.Flexi working policyAll new employees work in the office initially, with hybrid working options after a successful probation, for staff with a suitable home set up.Annual leave: 24 days for the first 5 years of service, plus 3 days off between Christmas and New Year (as the office is closed) plus 8 days bank holidays pro rata. Plus, an additional 5 days’ leave pro rata at 5 years.Pension Company Contribution: 6.5%Health Care Cash Plan Westfield’s Health Care Cash plan level 2Probationary Period: 3 months Closing Date 10-03-2024 How to Apply Please email your CV and cover letter to ##### by 10 March 2024.To sign up for job alerts or advertise a job please login or register with VAS:
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