Job Description – Business Support Administrator

Job Title:Business Support Administrator

Reports to:Business Support Manager

Hours:30 per week

Location:Citizens Advice CaSSCA – (location flexible)

Job summary:

Reporting to Business Support Manager, but working flexibly to provide support to other Managers and Team Leaders within CaSSCA, to support the administrative requirements of training and recruitment administration. Working closely with team members and other managers to provide data and administer key processes.

Main tasks or accountabilities:

  1. Volunteer recruitment, including organising and supporting interview process
  2. Volunteer HR administration – including maintaining records for joiners and leavers
  3. Coordinate the administration for the delivery of the bureau training and development plans to include room bookings, managing the CaSSCA email inbox and training calendar (on outlook).
  4. Update and copy training packs and information as well as update central databases to maintain training records for all staff and volunteers
  5. Manage, liaise and co-ordinate tasks to local volunteer resources (for both training and recruitment) including managing volunteers, improving processes, appointing tasks and keeping guidance up to date to reflect current practices
  6. Provide training to new volunteer administrators
  7. Respond efficiently to telephone calls and e mails taking ownership of the issue
  8. Champion use of Organisational IT system to support and improve recruitment and training processes
  9. Establish and maintain centralised information and filing systems (masters templates, letters, compliment slips, posters and other documents)
  10. Word process letters, documents and reports as required
  11. Maintain and order stationary supplies
  12. Co-ordinate annual customer satisfaction survey
  13. Support annual archive process
  14. Prepare, circulate papers, agendas, minutes and attend appropriate internal and external meetings as agreed with the line manager

Training and Professional Development:

  1. Attend appropriate internal and external meetings as agreed with the line manager
  2. Prepare for and attend supervision sessions/team meetings as appropriate.
  3. Take minutes as required
  4. Liaise with other managers, team leaders and members of staff, and support as required
  5. Champion use of Simply Personnel and Casebook systems.
  6. Undertake appropriate training.

Other duties and responsibilities:

  1. Abide by health and safety guidelines and share responsibility for own safety and that of colleagues
  2. Any other relevant administrative and support duties required to ensure the smooth running of the Citizens Advice services
  3. Support and actively engage in fundraising activities across Central and South Sussex Citizens Advice

Date: October2017 v 3.0

This JD reflects the immediate requirements of the post. As the post develops and changes the post holder will be required to carry out other responsibilities.