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Business Support Administrator/Clerk to the Board
15 hours a week
Home based working within Hampshire
The role of Business Support Administrator at Citizens Advice Hampshire is to provide efficient, flexible and proactive administrative support to the Chief Executive Officer (CEO), the Business Development Manager (BDM) and Citizens Advice Hampshire (CitAH) Board.
Key responsibilities:
❖Ensure appropriate and effective communication with staff, LCAs, trustees and partners
❖To arrange and take minutes at formal and informal meetings, where the need for accuracy particularly the recording of decisions is very important. This involves a preparation of agendas, dissemination of papers in advance of the meeting, taking notes at the meeting and producing draft minutes for final approval by the board and Chief Executive Officer and distribution of the approved minutes
❖To produce documents and reports using Microsoft packages such as Word, Excel, PowerPoint etc. to a professional standard
❖Maintain statistics and collate and produce reports for various projects and the organisation as a whole, to a high standard
❖Ensure the appropriate use of IT and maintain the security and integrity of CitAH systems
❖Maintain the CitAH website and social media channels ensuring that information is correct, up to date & abides by CA guidelines
❖Set up and maintain systems for the collection and recording of project data as required e.g. training feedback etc
❖Support the recruitment of staff as required and set up access to CitAH digital platform for new staff
❖Develop a good working knowledge of all CitAH services and projects to help support the project leads
❖Support the CEO and BDM on grant and fundraising research and collating information for bids
Administrative responsibilities:
❖Support the recruitment process including publicity, candidate liaison and supporting interview panels
❖Maintain the online CitAH platform and support staff and trustees in its use
❖To source, maintain and order stationery supplies and office machines
❖Deal with phone and email enquiries and refer as appropriate
❖Liaise with the Treasurer & Accountant re: the processing of invoices & orders within agreed timescales
❖Produce and collate data, surveys and research documentation from appropriate sources
❖Collate statistical data, feedback and evidence as required using Casebook (training supplied), Microsoft forms and all other sources of information that are used by CitAH to produce in depth reports
❖Run quarterly, year-end and ad hoc statistical reports as requested
❖Maintain and update as required contact and distribution lists, Groups and social media channels
❖Source venues and arrange meetings such as, but not exclusively, Trustee Board, staff meetings and others as required
❖Attend meetings (Board and Sub committee meetings, R and C) and take notes for minutes when required
❖Take responsibility for defined tasks as requested by the Chief Executive Officer
❖Support for the BDM and CEO and Board with a comprehensive range of administrative tasks as required
❖Administrative support for CitAH projects as required
❖To compose and send out correspondence as directed by team members, board and CEO as required
❖To organise and coordinate events including production of materials; organising equipment and provide support to event lead
❖To assist with the development of marketing/promotional material of service initiatives
❖CA bide by health and safety guidelines and share responsibility for own safety and that of colleagues
❖Any other relevant administrative and support duties required
❖Ensure that work undertaken reflects and supports the Citizens Advice service equality and diversity strategy
❖Any other reasonable task as requested by the CEO
Personal Development:
❖Keep up to date with relevant legislation, case law, policies and procedures relating to advice for people affected by fuel poverty/debt and undertake appropriate training
❖Attend relevant internal and external meetings as agreed
❖Undertake Service & Personal Development activities as appropriate
Other duties and responsibilities:
❖Carry out any other tasks that may be within the scope of the post to ensure the effective delivery of projects and governance
❖Demonstrate commitment to the aims and policies of the Citizens Advice service, including equal opportunities policies
❖ Abide by health and safety guidelines and share responsibility for your own safety and that of colleagues
Person specification:
A proven track record of organisational skills that demonstrate the following:
1.Experience in taking minutes
2.Ability to provide administrative support and to maintain office systems
3.Ability to commit to and work within the aims, principles and policies of the Citizens Advice service
4.Understands equality and diversity and its application to the provision of advice
5.Ability to monitor and maintain own standards
6.Ability to plan and organise own work to meet deadlines under pressure
7.Ability to work on own initiative and as part of a team
8.Good verbal communication skills, including the ability to deal appropriately with a range of people face-to-face; by telephone and online
10.Ability to use IT packages such as Office 365
11.Ability to research, analyse and interpret information and statistics and produce high quality reports with clear graphics
12.Numeracy skills and the ability to work within established financial systems.
13.Ability to multitask without losing attention to detail
1.Proven experience in producing analytical reports
2.3 years proven experience in an Administration Support/PA role
3.Proven experience in use of IT and managing systems
4.Proven extensive experience in the use of Excel
End
Seniority level
* Seniority level
Not Applicable
Employment type
* Employment type
Part-time
Job function
* Job function
Administrative
* Industries
Education Administration Programs
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