Business Support Officer

Job description

Job responsibilities

You will contribute and commit to promoting a positive team-based attitude, striving for the highest standards and achieving excellence, through continued development.

The Key Responsibilities shown below outline the main duties involved; however, this is subject to change and will vary within the given role.

We ask all employees to be flexible in their role, to always ensure we work to the highest standard, encompassing all our values which are show below.

You will manage the Business Support activities and provide cohesive and effective administration processes throughout the organisation.

You will liaise with and act as the organisations interface with the external IT support provider.

You will support the Board of Trustees, CEO and Senior Management Team in ensuring good governance. The post holder will be required to work flexibly to meet the needs of the business which will include taking minutes at quarterly board and committee evening meetings.

Key Responsibilities

Board/Trustee Support

Work closely with the Chair of the Board of Trustees and the Trustees to ensure good governance of the Hospice, which includes keeping Trustees' information up to date. Delivery and monitoring of all Trustee mandatory training to ensure the Hospice Trustees are compliant.

Be involved in the Trustee recruitment process by working closely with the Chair and the Nomination Committee to organise interviews and ensure the recruitment documents have been received and saved accordingly.

Once new Trustees are approved, ensure all of the necessary documentation has been completed and returned in line with the Trustee Induction Procedure. Manage the Trustee induction and training programme and ensure that Fit and Proper persons checks are completed.

Ensure accurate Trustee/governance information is held at Companies House and the Charity Commission.

Create the Trustee sub-committee timetable on an annual basis. To liaise with the Chair of the Board and the committee chairs to arrange suitable dates. Maintain accurate attendance logs and review annually.

Support Trustee committees, ensuring that accurate and timely minutes are produced. Circulate draft agendas and distribute papers and electronic packs by agreed deadlines. Ensure room bookings and refreshments are arranged where necessary. Ensure all AAA Sub-committee summaries are completed and incorporated into the Board Pack.

Offer ad-hoc support to Board members when necessary.

Administrative/Management Support

Arrange and attend Senior Management Team meetings, ensuring that accurate and timely minutes and action logs are produced. Circulate draft agendas and distribute papers and electronic packs by an agreed deadline.

To attend all necessary meetings and minute if required. Provide support for Hospice wide meetings as required. Ensure all Action Logs are completed and ensure SMT are on target for completion.

To support and provide efficient and accurate administrative/project support to the CEO and the SMT as required.

Operate full diary management to include scheduling meetings and appointments to ensure executive time is utilised to best effect, liaising with all parties, co-ordinating meeting rooms, refreshments, and cost and time-effective travel arrangements.

Work closely with and provide admin support to the Chief Executive and Senior Management Team to filter and collate information as appropriate.

Produce and assist with the production of Hospice wide KPIs, Strategic Objectives and Operational Plans.

Provide an initial point of contact with communications and ICT providers (and other providers) to ensure support is timely and effective including management of the telephone system, photocopiers, franking machine and mobile phones. Manage the tendering process when the contracts ends.

Offer support to Facilities/Estates team regarding business contracts, building support projects, utility companies etc.

To take responsibility for the ordering of office equipment/furniture and to ensure that this is sourced at the most competitive prices. To coordinate, order, and monitor the stationery levels.

First point of contact for the training rooms, internal and external booking and to manage the rental of external booking for conference rooms ensuring appropriate invoicing by the finance department.

To carry out any general admin tasks as required

Confidentiality and Security Information

To always ensure confidentiality regarding information discussed at Board Meetings, Committee Meetings and Senior Management Meetings

Within your position you will be expected to adhere to the Security of Information Policy that concerns your job role within the Hospice

You will be expected to attend security and confidentiality training as and when required

Person Specification

Values and Behaviours

Essential

• Professional manner and approach at all times.
• Ability to act with discretion and confidentiality
• Able to cope well when under pressure from competing priorities, unpredictable requests and interruptions.
• Tact and diplomacy.
• Proactive, creative, and resourceful.
• Able to demonstrate excellent teamwork and collaboration
• Treat all colleagues and stakeholders with dignity and respect

Knowledge, skills and Experience

Essential

• Experience of minute taking at committee and board level
• Experienced MS Office user, particularly Word, Excel/PowerPoint and Outlook including diary management and organizing meetings
• Excellent written and verbal communication skills
• Able to work accurately with excellent attention to detail.
• Able to develop excellent working relationships with all stakeholders
• Excellent organisational skills.
• Good knowledge and understanding of GDPR requirements
• Excellent knowledge of databases
• Experience of producing, collating and interpreting a range of Management information
• Ability to manage competing priorities whilst continuing to support the needs of the business and colleagues.
• Able to work on own initiative with minimum supervision and as part of a team.

Desirable

• Experience inducting and supporting trustees
• Experience of ordering stationery and equipment
• Good understanding of charity / board governance

Experience

Essential

• Qualifications -
• Administration/Business support qualification or equivalent.
• GCSE Math and English

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Hospice of the Good Shepherd

Address

Hospice Of The Good Shepherd

Gordon Lane

Backford

Chester

CH2 4DG

Employer's website

https://hospiceofthegoodshepherd.com/ (Opens in a new tab)