Business Support Assistant (London)

We are currently recruiting for a Business Support Assistant in London.

Pay rate: 16.68 per hour.

Contract duration: Temporary ongoing

Department: Admin & Secretarial

Purpose:

The Business Support Assistant is responsible for the development and maintenance of comprehensive administration, project support and management information systems and procedures to support the effective operation of the organisation. The job holder will be the first point of contact for the client and must present a professional, efficient, and effective manner to maintain the image and reputation of the organisation.

Duties: 

•    Attend to general enquiries by telephone/Microsoft Teams, emails via various shared mailboxes and post, providing support to Strategic hub, and wider teams, as appropriate.
•    Assist in the management of information for the client including all aspects of records management, maintenance of contact lists, administration relating to Freedom of Information and subject access requests and advising staff on the application and implementation of the records management policy and practice. 
•    Undertake basic research in support of the Chair of the business and other members of the Strategic Hub as requested.
•    Assist team members with the production of presentations/reports and assist in maintaining and updating Chief’s Net, O365 Hub platform and the client’s website.
•    Organise and administer meetings and conferences including the booking of venues, confirming requirements (such as audio-visual, catering, accommodations etc), collating and quality assuring agendas and papers, taking and circulating minutes and chasing action updates, delegate registration and attendance records, liaison with sponsors and delegates.
•    Assist with management of HR, recruitment and vetting information, ensuring the workforce data is updated on the establishment records. Along with filing all confidential documentation and e-mails securely via the HR SharePoint folders.
•    Support with the review of Local Resource Planning Meeting (LRPM) actions, adding updates from leads and following up on outstanding actions.
•    Book travel and accommodation on behalf of all staff, raise purchase orders and assist with the processing of expenses and payment of invoices.
•    This role provides support for the Strategic hub through the efficient and effective provision of comprehensive administrative and business support.
•    The job holder will often provide the first point of contact to the client and must present a professional, efficient and effective manner to maintain the image and reputation of the organisation and the senior leadership of the Service.
•    The role is expected to complete secretariat responsibilities in a timely fashion to ensure action owners progress items and all stakeholders are sighted on decisions and outcomes from national meetings.
•    Decide upon appropriate responses to incoming queries from members of the public and if unable to answer, escalate with Business Support Officer and Business Support Manager for further direction.
•    Whilst they do operate within set processes, there is still an expectation to use their initiative and make decisions in line with policies (and challenge to an extent when necessary).

Knowledge:

•    Excellent IT and Microsoft skills with Outlook, Excel, PowerPoint, Teams, Word and SharePoint.
•    Desirable – Knowledge of the structure of UK policing. 

Skills:

•    Excellent communications and interpersonal skills with the ability to support and provide documentation along delivering key messages/protocol.
•    Excellent written skills when managing enquiries from the general public.
•    Ability to deal effectively with any administrative errors/problems that occur, seeking guidance where necessary to ensure the team administration process is delivered timely, effectively and to a high standard. 
•    Excellent organisational skills, including the ability to efficiently manage workloads on others’ behalf. e.g. diary, duties, tasks, meetings and the ability to provide project support and project administration.
•    Demonstrates self-motivation, work efficiently and prioritises effectively.

Experience: 

•    Experience of providing comprehensive secretariat and business support within a public or private sector organisation. 
•    Ability to work on their own and be an effective team worker with the capability to flex/adapt to changing priorities and support across all areas of the business. 
•    Experience of providing administrative support within an office environment, including maintaining accurate records, filing, administering meetings and processing mail, and sharing relevant documentation for use.
•    Experience and understanding of working in a confidential and/or politically sensitive environment.
•    Experience of management and communication with a wide range of stakeholders, the general public and third party/external providers.
•    Desirable – Experience minute writing at high level governance meetings. 

Apply online or contact Terri O’Keefe on 01925 377 878. You can also email terri@peelsolutions.co.uk  for more information on this role.