Business Support Assistant required for 22.5 hours per week in Liverpool
| Dyddiad hysbysebu: | 23 Gorffennaf 2025 |
|---|---|
| Cyflog: | £17,887 bob blwyddyn |
| Oriau: | Rhan Amser |
| Dyddiad cau: | 06 Awst 2025 |
| Lleoliad: | Liverpool, Merseyside |
| Gweithio o bell: | Ar y safle yn unig |
| Cwmni: | Alternative Futures Group |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | ID:1112 |
Crynodeb
Job Purpose
To deliver professional, efficient, flexible and responsive business support services to aid the smooth running of the charity.
Key Accountabilities and Responsibilities
• To provide a high level of administrative support and organisational skills to support the business in delivering our core activities and business priorities.
• To communicate with, and support, a wide range of internal and external stakeholders – providing support and information as required and appropriate.
• To promote best administrative practice across AFG at all times, suggesting improvements to working practices including the use of technology to increase administrative efficiency.
• To promote the highest standards of service and a professional, welcoming and friendly atmosphere and maintain confidentiality at all times
• To maintain stationary supplies and manage stationery requests/orders as required for business delivery, following the agreed procurement process with suppliers
• Receive and action requests for meeting rooms on site at the head office or off-site. For on-site, liaising with on-site concierge for availability and booking equipment and catering where required through approved suppliers, keeping a log of all bookings & invoices. For off-site, maintaining a list of preferred venues and organising off-site meetings as per requestor requirements.
• Provide administrative support to the planning and facilitation of digital and face-to-face Senior Leadership Team, Executive and Board workshops/meetings including but not limited to attendance tracking, sourcing appropriate venues, catering and accomodation where required.
• Collate the papers for the operational level group meetings following up any outstanding papers in accordance with the deadline for reports and escalating to the lead Functional Director where necessary
• Circulate agendas and papers for operational group meetings, taking full and accurate minutes and in addition maintaining and action logs and following up any actions to be completed, prior to each meeting.
• Ensure the papers for the meetings reflect the correct reference and item number and are formatted in line with AFG templates and branding
• To answer any overflow calls that come through from the switchboard promptly and professionally, redirecting calls as appropriate, using manual or computerised databases, for example Jabber
• Manage all incoming organisational post, scanning and forwarding on to relevant departments. Keeping an accurate log of all forwarded communications
• Manage all incoming deliveries ensuring checking, receipt, secure storage and organising onward transport / distribution as required
• Manage outgoing post including franking and posting including batch requests across the organisation working collaboratively with colleagues from other departments
• Book train travel and hotel accommodation for staff as requested
• Manage the “Reception” & general “Ask” email inboxes, actioning requests where appropriate and diverting to relevant departments as necessary
• Manage the production of security badges, including electronic activation and uploading photo ID to Select HR records, keeping accurate records and mailing badges to staff
• Report any breakdowns or Head Office maintenance issues to Estates/IT and ensure they are actioned in a timely manner, logging all requests, and escalating where required.
• Proficient use of all Microsoft Office packages to provide administrative support across the organsation, contributing to the development of reports and efficient record keeping.
• Maintenance of the archiving database, ensuring accuracy of data input
Person Specification - please only apply if you meet the criteria detailed below:
Skills and Knowledge
• Excellent IT skills, including office programmes - excel, word, outlook, shared drives and accessing the internet
• Excellent analytical and assessment skills
• Excellent verbal, written and communication skills
• Ability to solve problems and use initiative to secure desired outcomes
• Ability to understand and learn new software and admin procedures and train others on their application/use
• Very high level of attention to detail
• Ability to manage own time effectively and efficiently with ability to prioritise key tasks
• Ability to follow governance procedures & policies and being able to advise staff on the application of these
• Ability to communicate effectively with teams and individuals at all levels, whilst remaining diplomatic, confidential and approachable.
• Ability to form and maintain good working relationships
Experience
• Previous experience as a business/administration assistant
• Previous experience of undertaking administration/data entry duties in a large organisation
• Experience of processing, extracting, monitoring & evaluating information and data from a number of different systems
• Experience of handling a range of internal & external stakeholders in person and on the phone and dealing sensitively with difficult issues.
• Experience of complex administration and record keeping in an office environment
• Experience of prioritising workload to meet competing and conflicting deadlines without close supervision.
• Experience of agenda setting, producing and monitoring action logs and minute taking at senior level – for group meetings
• Basic financial administration skills
• Experience of organising and managing the facilitation of small-medium corporate meetings
Qualifications and Training
• GCSE’s English & Mathematics
• NVQ Level 3 in Business administration or other equivalent qualification
To deliver professional, efficient, flexible and responsive business support services to aid the smooth running of the charity.
Key Accountabilities and Responsibilities
• To provide a high level of administrative support and organisational skills to support the business in delivering our core activities and business priorities.
• To communicate with, and support, a wide range of internal and external stakeholders – providing support and information as required and appropriate.
• To promote best administrative practice across AFG at all times, suggesting improvements to working practices including the use of technology to increase administrative efficiency.
• To promote the highest standards of service and a professional, welcoming and friendly atmosphere and maintain confidentiality at all times
• To maintain stationary supplies and manage stationery requests/orders as required for business delivery, following the agreed procurement process with suppliers
• Receive and action requests for meeting rooms on site at the head office or off-site. For on-site, liaising with on-site concierge for availability and booking equipment and catering where required through approved suppliers, keeping a log of all bookings & invoices. For off-site, maintaining a list of preferred venues and organising off-site meetings as per requestor requirements.
• Provide administrative support to the planning and facilitation of digital and face-to-face Senior Leadership Team, Executive and Board workshops/meetings including but not limited to attendance tracking, sourcing appropriate venues, catering and accomodation where required.
• Collate the papers for the operational level group meetings following up any outstanding papers in accordance with the deadline for reports and escalating to the lead Functional Director where necessary
• Circulate agendas and papers for operational group meetings, taking full and accurate minutes and in addition maintaining and action logs and following up any actions to be completed, prior to each meeting.
• Ensure the papers for the meetings reflect the correct reference and item number and are formatted in line with AFG templates and branding
• To answer any overflow calls that come through from the switchboard promptly and professionally, redirecting calls as appropriate, using manual or computerised databases, for example Jabber
• Manage all incoming organisational post, scanning and forwarding on to relevant departments. Keeping an accurate log of all forwarded communications
• Manage all incoming deliveries ensuring checking, receipt, secure storage and organising onward transport / distribution as required
• Manage outgoing post including franking and posting including batch requests across the organisation working collaboratively with colleagues from other departments
• Book train travel and hotel accommodation for staff as requested
• Manage the “Reception” & general “Ask” email inboxes, actioning requests where appropriate and diverting to relevant departments as necessary
• Manage the production of security badges, including electronic activation and uploading photo ID to Select HR records, keeping accurate records and mailing badges to staff
• Report any breakdowns or Head Office maintenance issues to Estates/IT and ensure they are actioned in a timely manner, logging all requests, and escalating where required.
• Proficient use of all Microsoft Office packages to provide administrative support across the organsation, contributing to the development of reports and efficient record keeping.
• Maintenance of the archiving database, ensuring accuracy of data input
Person Specification - please only apply if you meet the criteria detailed below:
Skills and Knowledge
• Excellent IT skills, including office programmes - excel, word, outlook, shared drives and accessing the internet
• Excellent analytical and assessment skills
• Excellent verbal, written and communication skills
• Ability to solve problems and use initiative to secure desired outcomes
• Ability to understand and learn new software and admin procedures and train others on their application/use
• Very high level of attention to detail
• Ability to manage own time effectively and efficiently with ability to prioritise key tasks
• Ability to follow governance procedures & policies and being able to advise staff on the application of these
• Ability to communicate effectively with teams and individuals at all levels, whilst remaining diplomatic, confidential and approachable.
• Ability to form and maintain good working relationships
Experience
• Previous experience as a business/administration assistant
• Previous experience of undertaking administration/data entry duties in a large organisation
• Experience of processing, extracting, monitoring & evaluating information and data from a number of different systems
• Experience of handling a range of internal & external stakeholders in person and on the phone and dealing sensitively with difficult issues.
• Experience of complex administration and record keeping in an office environment
• Experience of prioritising workload to meet competing and conflicting deadlines without close supervision.
• Experience of agenda setting, producing and monitoring action logs and minute taking at senior level – for group meetings
• Basic financial administration skills
• Experience of organising and managing the facilitation of small-medium corporate meetings
Qualifications and Training
• GCSE’s English & Mathematics
• NVQ Level 3 in Business administration or other equivalent qualification
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