Business Support Administrator

Salary Band: £23,575 (unqualified) to £26,625 (qualified)

Hours: 37.5 hours per week (5 day week office based)

Contract: Permanent

Closing Date: 6th January 2025

Virtual Interview Date: 10th January 2025

This job description may change to reflect changing requirements of the role.

Overview

You will support the Office Coordinator to deliver a welcoming work space at our Head Office at Camden. You will administer a broad range of duties coordinating the proper flow of Head Office procedures and operations.

Working with the Office Coordinator you will administer a number of cross-organisational activities including monitoring Health and Safety Compliance, Insurance, Utilities and Phones.

Accountabilities

Facilities at Head Office

• Act as an information hub for the organisation and first point of contact for all office and building related questions. Respond to questions, issues or urgent situations that arise for staff and clients. Escalate queries to the Office Coordinator.
• Proactively administer meeting room bookings for Head Office to support an effective hybrid working culture.
• Administer donation offers and storage of donated goods with prompt flow of communications with Fundraising and/or Services.
• Administer all incoming courier and delivery services, incoming and outgoing at Head Office.
• Administer all outgoing mail, courier and general transport services, including liaising with Facilities Coordinator for transportation of goods between sites, arranging Post Office box and mail redirection services for sites.
• Administer the dedicated storage spaces and staff lockers for appropriate use.
• Maintain adequate supplies of printer paper, cleaning materials, stationery, beverages and other office supplies from approved suppliers.
• Undertake new joiner inductions to the Head Office as guided by the Office Coordinator.
• Assist in organising Solace events, End of Year and Away Day with Executive Assistant and working groups. Adhoc support for Board meetings as needed.

Health and Safety

• Undertake Health and Safety inductions at Head Office for new staff, and those using the site for the first time. Ensure all staff are aware of emergency escape procedures.
• Undertake monthly reviews across all sites of Health and Safety Documentation and update the Audit register on Sharepoint for review by the Head of Business Support.
• Administer central records for accident and incident reporting, and maintain provision to staff for self-completion.
• Prepare accident & incident reports for Head Office supported by the Office Coordinator.

Information Technology

• Point of contact between Managers, HR and new starters and leavers for provision of work equipment, including administering delivery of work laptops and mobile devices to staff within agreed SLAs.
• Administer the fulfilment of DSE and ATE assessments as communicated by HR.
• Maintain a comprehensive asset list of all phones, laptops and printers across the estate.
• Administer a replacement equipment programme for laptops, mobiles and accessories with Office Coordinator and managed IT/telephony providers.
• Administer the mobile phone account and licences. Check phones against licences in use.
• Working alongside the Solace outsourced IT provider, and as advised by the Office Coordinator, ensure WiFi connectivity across all sites is optimised.

Commitment to the purpose of Solace Women’s Aid, ensuring that the service user is at the heart of service delivery and development.

• Feminist in understanding ‘Violence against Women and Girls’.
• Committed to fostering innovation and continuous improvement in working practice.
• Flexible and open to new challenges, ideas and experiences, and able to be self-reflective.
• Committed to understanding diversity and ensuring anti-discriminatory practice is applied in all forms of our work.
• Non-judgemental with a commitment to self-care within the team.
• Collaborative, building relationships with internal and external partners.

Experience and Skills

• Demonstrable experience of providing office administration support within a busy office environment.
• Direct experience of handling health and safety issues in office and/or accommodation environments.
• High level of IT literacy.
• A good understanding of confidentiality and professional boundaries.
• Good working knowledge and understanding of Microsoft Office applications, and general office equipment.
• Able to handle phone calls and enquiries in a sensitive and thoughtful manner.
• Good written and verbal communication skills.
• Experience using IT systems including databases and Microsoft office packages.
• ‘Can do' approach and attention to detail.
• Well organised and able to work on own initiative.
• Attend regular supervision and appraisal sessions with your line Manager.
• Agree and work to an annual individual work plan.
• Contribute to the development of Solace through assisting with funding opportunities.
• Willingness to attend relevant training courses as and when required.
• Commitment to Equal Opportunities.
• Maintain confidentiality in all matters relating to the organisation.