Senior Business Support

OverviewWe 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 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.

Responsibilities

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

Qualifications and experience

A college equivalent qualification

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

Desirable

Trained in accounting and finance software

Qualified or part-qualified in a recognised accounting qualification

Experience working in a youth organisation

Knowledge of the charity sector

Remuneration and contract£25,459.20

Part-time (28.8 hours)

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

Actively ..... full job details .....