Business Support Assistant

Dumfries & Galloway Chamber of Commerce; Dumfries; On-site; GBP 20,000 - 25,000; Part time

Benefits offered by this job

Flexible hours

Pro-rated salary

Pro-rata annual leave

Expenses & travel allowance

Based at Carmont House

Job summary

Dumfries & Galloway Chamber of Commerce is seeking a highly organised Business Support Administrator to provide comprehensive administrative support across Chamber and Developing the Young Workforce (DYW) initiatives. The role covers project administration, financial record keeping and communications with members.

You will support the Membership Services Manager and DYW Project Manager, manage invoices, prepare reports, and help promote Chamber activities and events.

Qualifications

• Educated to National 5 or equivalent including English and Maths.
• Good working knowledge of Microsoft 365, particularly Excel.
• Experience of bookkeeping and financial administration.
• Working knowledge of Xero or a similar accounting package.

Responsibilities

• Provide administrative and clerical support.
• Assist Membership Services manager and DYW Project Manager with project administration.
• Prepare and manage correspondence, reports, documents and databases.
• Arrange invoices and process payments, code transactions, reconcile accounts/statements and maintain financial records.
• Organise and coordinate meetings, conferences, travel arrangements and events.
• Handle incoming and outgoing communications (phone, email, mail).
• Implement and maintain office systems and policies.
• Schedule and confirm appointments and calendars.
• Check in with members, handle membership renewals and follow up on payments.
• Report to Board Members and perform secretarial duties; Organise, attend and minute Board meetings.
• Assist in creating and distributing marketing materials and communications for Chamber and DYW events.

Skills

Well-organized

Proactive

Independent

Team player

Social media & marketing interest

Strong communication

Microsoft Office proficiency

Education

National 5 or equivalent (English & Maths)

Tools

Microsoft 365 (Excel)

Xero accounting

Job description

DG Chamber of Commerce & Developing Young Workforce (DYW)

Carmont House, The Crichton, Bankend Road, Dumfries DG1 4TA

Part time - 28 hours per week, flexible pattern over 4 or 5 days. Full time 35hrs could be considered.

Salary - £24,500 per annum (FTE is 35 hours) pro-rated to 28 hours per week £19,600

Headline

If you are a motivated and proactive individual with a passion for supporting local businesses and economic development, we encourage you to apply for the Business Support Administrator position at Dumfries and Galloway Chamber of Commerce.

Employed by DG Chamber of Commerce the Business Support Administrator will act as the main point of contact for both the Chamber of Commerce and Developing the Young Workforce (DYW) in Dumfries and Galloway.

Full Job Description

We are seeking a highly organised and detail-oriented Business Support Administrator to join our team at Dumfries and Galloway Chamber of Commerce. The ideal candidate will provide administrative support to the Chamber's business development initiatives and help facilitate communication and collaboration among our members. You will also be required to handle the administration and office duties of the Developing the Young Workforce (DYW). Within your role with Dumfries and Galloway Chamber of Commerce you will also be responsible for the financial administration and record keeping for the Chamber and DYW.

What you’ll be doing

• Providing administrative and clerical support.
• Assisting the Membership Services manager and DYW Project Manager with project administration
• Preparing and managing correspondence, reports, documents, and databases.
• Arranging all invoices and processing payments, correctly coding transactions, reconciling accounts/statements and maintaining accurate financial records.
• Organises and coordinates meetings, conferences, travel arrangements, and events
• Handling incoming and outgoing communications, such as phone calls, emails, and mail
• Implementing and maintaining any office systems and policies
• Scheduling and confirming appointments and calendars.
• The role will involve checking in with members, membership renewals, following up payments and speaking to members about how things are going and what support they need.
• Reporting to Board Members and performing secretarial duties
• Organise, Attend and Minute Board Meetings
• Assist in the creation and distribution of marketing materials and communications to promote Chamber and DYW events and initiatives

Note:This job description is not exhaustive and will be subject to periodic review.It may be amended to meet the changing needs of the business.The post-holder will be expected to participate in this process, and we would aim to reach agreement on any changes

Primary Responsibilities for both DG Chamber and DYW

• Manage the Project Databases.
• Support the financial administration and record keeping for DG Chamber and DYW, including grant-funded expenditure.
• Reconcile statements from suppliers.
• Supporting the Chamber and DYW websites and social media channels
• Manage Minutes of Meetings.
• Key Focal Point with our Offices.

Personal Specification

Qualifications & Training

Educated to National 5 or equivalent including English and Maths

Good working knowledge of Microsoft 365, particularly Excel

Experience of bookkeeping and financial administration.

Working knowledge of Xero or a similar accounting package

Experience

At least one year’s relevant work experience

Knowledge of the local business community or experience in a member/stakeholder-facing environment

Qualities and Attitude

Well-organized with a proactive solving approach

Ability to work independently as well as part of team

Proactive

An interest in social media, marketing, communications and branding

Strong organizational skills

Problem-solving approach

Good interpersonal skills

Multi-tasker

Confident, professional and able to use initiative.

Effective communicator, on phone, in writing and in person

Proficiency in Microsoft Office Suite and other relevant software’s.

What’s in it for you

As well as a competitive salary, which is reviewed annually, you can also enjoy a number of other benefits.

At DG Chamber, we believe it’s the little things we do in life that make a big difference. From helping you look after your family’s wellbeing, save for your future and take personal steps for climate action – our benefits are designed to help you do just that - so that you have everything you need to take care of your world – today and tomorrow. That’s why our benefits include:

• Salary £19,600 - £24,500 (Depending on Hours)
• 28 hours per week, flexible pattern over 4 or 5 days
• 30 days (pro rata) annual leave, plus bank holidays
• Based at Carmont House, The Crichton, Dumfries, DG1 4TA
• Allowance for expenses and travel.