Business Support Officer

Youth Action Alliance; Greater London; On-site; GBP 25,000 - 30,000; Part time

Job summary

An established industry player is looking for a dynamic Business Support Officer to join their team. This part-time role involves providing essential financial support and administrative assistance to ensure smooth operations. You'll be responsible for managing procurement, coordinating meetings, and maintaining documentation. The ideal candidate will possess strong organizational skills, attention to detail, and a proactive approach to problem-solving. If you're passionate about supporting youth development and thrive in a collaborative environment, this opportunity is perfect for you.

Qualifications

• Experience in developing and implementing administrative systems.
• Excellent IT skills including proficiency in MS Office and Excel.
• Ability to manage complex workloads and work independently.

Responsibilities

• Provide administrative support including diary management and meeting coordination.
• Process organisational income and expenditure accurately.
• Support the CEO and manage office maintenance tasks.

Skills

Organizational Skills

Administrative Skills

Database Management

Time Management

Communication Skills

Interpersonal Skills

Attention to Detail

Problem-Solving

Education

Accounting Qualification

Experience in Youth Organization

Tools

MS Office

Excel

Accounting Software

Job description

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At Youth Action Alliance (YAA), our mission is to support the personal and social development (their values, beliefs, ideas and skills) of the young people living in Kensington and Chelsea, enabling them to increase their resilience and skills in the present and promote their ambitions for the future. We are ambitious to grow, to continue supporting more young people and influence positive change. To do this we are looking to appoint a Business Support Officer to provide a range of financial support duties and administer the organisation’s general ledger and finance system.

This post will provide high-quality support to the technology and operations of the organisation, to ensure the smooth running of the main site and enable YAA to meet and deliver on its core objectives and obligations. The post holder will provide administrative support to YAA, covering a wide range of tasks and activities including (but not limited to) procurement coordination, travel and logistics, department meetings and off-site activities, diary management, meeting coordination, and minute-taking for our board and meetings for staff, members and stakeholders.

General Requirements

● To support the delivery of Youth Action Alliance

● To ensure a friendly, professional and informative service to all visitors and stakeholders, ensuring that any enquiries are responded to sensitively and appropriately

● To maintain a diary and manage all incoming calls and all correspondence

● To develop good working relationships across all YAA teams and external partners

● To attend and support meetings including minuting (including evening, weekend and events as/when required)

● To collate and maintain all documentation relating to the business

● To act as a point of contact to all Board of trustees, staff, participants and stakeholders

● To deal with supplier queries in a timely and professional manner and follow up on any rejected or unprocessed payments

● To manage office maintenance including ordering equipment, stationery and products needed for the day-to-day running of YAA

● To be the appointed Fire Marshall of YAA and oversee all Fire Safety duties and training

● To be the appointed First Aid Officer on-site and to ensure all members of staff are First Aid trained

● To oversee the Health and Safety of YAA and ensure all aspects are attended to in line with the YAA Health and safety Policy and PPE in line with COVID-19 guidance.

● Maintaining risk assessment and action logs

● To ensure the main office is kept clean, tidy and presentable

● To maintain the Memberships master sheet and contracts

● To create and maintain the security of all sensitive data in accordance with YAA Data Protection Policy including filing system and database of shared drive and in-house hard copies

● To manage referrals in and out of YAA

● To closely work with and support the CEO to support in their work duties

● To add participants, staff and registers of all projects to inhouse software and run reports from the system as/when required

● To coordinate and deliver inductions to new starters, ensuring all staff are DBS checked and all training certificates are updated as required

● To liaise with the CEO to ensure all staff, facilitator and contractors' contracts/SLAs are up-to-date

● To process all organisational income and expenditure and maintain and update all financial documentation accurately

● To assist and support all staff with the smooth operation of all finance matters

● To provide accounts against budgets for the Board of Trustee meeting

● Data analysis, reporting and using the data that we collect to help YAA fulfil its aims and evidence impact

This job description cannot cover every task that may arise within the post at various times and the post-holder will be expected to carry out other duties from time to time that are broadly consistent with

Person Specification

● Experience in developing and implementing administrative systems

● Able to work independently or as part of a team.

● Good Organisational and administrative skills and experience

● Database experience – experience in managing and administering databases, or a willingness to learn

● Excellent time-keeper and manages own time effectively to keep to deadlines

● Ability to work calmly and efficiently whilst managing complex workloads

● Attention to detail – being able to provide accurate and up-to-date information is critical.

● A positive, solution-focussed approach and a can-do attitude towards work

● Excellent IT skills – including MS Office and particularly Excel

● Excellent Literacy and Numeracy – You will have excellent communication skills, including writing skills. You will have good attention to detail and will be able to check and proofread for accuracy. You will be confident handling numbers.

● Have good interpersonal skills and some experience of engaging with a diverse group of people, including young people.

● Working in a small team with tight resources you will be flexible and enjoy helping out with getting things done.

● Be passionate about our vision to support children and young people, committed to supporting diversity and inclusion.

● Acts on own intiative and works effectively under own direction

● A willingness to learn and develop understanding of data protection, regulatory frameworks and charitable best practice and the related implications for an arts charity

● Trained in accounting and finance software

● Proactive, detail-oriented, creative and passionate in designing and executing processes to enhance the organisation

● Qualified or part-qualified in a recognised accounting qualification

● Experience working in a youth organisation

● Knowledge of the charity sector

● Experience of proactively contributing data to Viewssystem with an understanding of GDPR and related policy.

Job Type: Part-time, Fixed term contract

Contract length: 18-month contract with scope to extend (3-months probation)

Pay: £25,459.20 per year

Expected hours: 28.8 per week

Schedule:

• Evening and weekend availability (working flexibility desirable due to occasional organised events/meetings)

Experience:

• Customer service: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Language:

Licence/Certification:

• Driving Licence (preferred)

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Part-time

• Industries

  Civic and Social Organizations

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