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Business Support Team Roles - Business Support Officer, Personal Assistant and Receptionist
| Posting date: | 03 February 2025 |
|---|---|
| Salary: | £26,235 per year, pro rata |
| Hours: | Full time |
| Closing date: | 05 March 2025 |
| Location: | KY11 2BL |
| Remote working: | On-site only |
| Company: | Ministry of Defence |
| Job type: | Permanent |
| Job reference: | 389677 |
Summary
Overview of key services for each role - View individual job descriptions for more details:
Business Support Officer
• Monitor and respond to general queries and business support requests by email, phone or in person
• Manage facility related contracts and bill payments including invoices, purchases, accounts maintenance as designated holder of payment and credit cards
• Manage fleet of pool cars including all servicing, maintenance and reporting
• Oversee pool car and hire vehicle bookings, conduct driver checks and updating driver packs with any policy changes
• Issue, order and support IT hardware and office equipment
• Procure Personal Safety equipment for staff based in Scotland offices and maintain records of issue
• Procure stationery and building consumables and maintain stock levels accordingly
Personal Assistant
• Provide PA duties for the Head of Regional Delivery S&NI (1*)
• Attend senior management meetings and take away actionable items
• Manage 1* emails, flagging urgent issues, highlighting deadlines and reminders and filing as appropriate
• Manage 1* diary to optimise availability, arrange, cancel and rearrange meetings
• Use OneNote to share agendas and meeting papers prior to meetings
• Organise travel arrangements for 1*/senior leaders according to policy and budgets
• Any other ad-hoc duties with regards to the PA role, as requested by the 1*
• Support Business Support Team colleagues and cover Reception
Receptionist
• Provide a professional, friendly and efficient front of house Reception service whilst ensuring compliance with building security
• Answer and respond to general queries and support requests received by email, telephone or in person
• Maintain building, room and email contact lists
• Issuing security fobs and providing access to key safe areas
• Issue printing fobs and office equipment
• Process incoming and outgoing post, parcels and arranging confidential waste collections
• Support Business Support Team colleagues and services
All roles will required to:
• Monitor and action emails received in Business Support group mailbox
• Provide a range of business and building support services including reporting of building faults, liaising with building contractors and assist building residents and visitors.
• Arrange and confirm pool and hire car bookings, issue / return of keys and fuel cards
• Issue building security fobs and update the Access Control Database
• Process incoming and outgoing post, parcels and arranging confidential waste collections
• Administer and update web pages and SharePoint sites ensuring accurate filing and changes to documents
• Fire warden for designated building zone and assist with weekly alarm testing
• Cover Reception Desk and Business Support duties as and when required
Business Support Officer
• Monitor and respond to general queries and business support requests by email, phone or in person
• Manage facility related contracts and bill payments including invoices, purchases, accounts maintenance as designated holder of payment and credit cards
• Manage fleet of pool cars including all servicing, maintenance and reporting
• Oversee pool car and hire vehicle bookings, conduct driver checks and updating driver packs with any policy changes
• Issue, order and support IT hardware and office equipment
• Procure Personal Safety equipment for staff based in Scotland offices and maintain records of issue
• Procure stationery and building consumables and maintain stock levels accordingly
Personal Assistant
• Provide PA duties for the Head of Regional Delivery S&NI (1*)
• Attend senior management meetings and take away actionable items
• Manage 1* emails, flagging urgent issues, highlighting deadlines and reminders and filing as appropriate
• Manage 1* diary to optimise availability, arrange, cancel and rearrange meetings
• Use OneNote to share agendas and meeting papers prior to meetings
• Organise travel arrangements for 1*/senior leaders according to policy and budgets
• Any other ad-hoc duties with regards to the PA role, as requested by the 1*
• Support Business Support Team colleagues and cover Reception
Receptionist
• Provide a professional, friendly and efficient front of house Reception service whilst ensuring compliance with building security
• Answer and respond to general queries and support requests received by email, telephone or in person
• Maintain building, room and email contact lists
• Issuing security fobs and providing access to key safe areas
• Issue printing fobs and office equipment
• Process incoming and outgoing post, parcels and arranging confidential waste collections
• Support Business Support Team colleagues and services
All roles will required to:
• Monitor and action emails received in Business Support group mailbox
• Provide a range of business and building support services including reporting of building faults, liaising with building contractors and assist building residents and visitors.
• Arrange and confirm pool and hire car bookings, issue / return of keys and fuel cards
• Issue building security fobs and update the Access Control Database
• Process incoming and outgoing post, parcels and arranging confidential waste collections
• Administer and update web pages and SharePoint sites ensuring accurate filing and changes to documents
• Fire warden for designated building zone and assist with weekly alarm testing
• Cover Reception Desk and Business Support duties as and when required