Business Administration Lead

7 months ago

Darwen, United Kingdom Blackburn & Darwen Youth Zone Full time

**Job Role: Business Administration Lead**

**Accountable to: People and Culture Lead**

**About Blackburn & Darwen Youth Zone**:
Blackburn & Darwen Youth Zone is a 21st century youth hub located at the heart of Blackburn and a dedicated site in Darwen, open to young people aged 5 to 25 years old, aiming to change the prospects offered to young people in the area. Our vision is to be at the heart of the community, collaborating to create a more cohesive and prosperous Blackburn and Darwen.

We are one of the leading youth organisations in Blackburn & Darwen, with a membership of over 2,500 young people. We are open 7 days a week, 52 weeks of the year and offer over 40 different activities and opportunities in our open access youth club.

**Context of Role**:
Blackburn & Darwen Youth Zone is an iconic, state-of-the-art facility for young people in the heart of Blackburn & Darwen which opened in June 2012.

The Business Administration Lead is central to the success of Blackburn & Darwen Youth Zone as we embark in an exciting period of development. Not only is our Blackburn Youth Zone getting a face lift but we also have ambitious plans to grow our Darwen provision.

Working alongside the wider administration team and Managers, you will provide a key role in ensuring an efficient, effective, robust support service and robust HR systems enabling the wider team to focus on providing the very best opportunities for the young people who engage with the charity each year.

We are looking for someone who is passionate about making a positive difference within the community, a problem solver who enjoys a fast-paced and varied working environment

**Main Responsibilities**:

- Line management of the administration and reception team.
- Leading on all recruitment administration for the Youth Zone.
- Undertaking new starter processes including obtaining references, DBS’, right to work checks, issuing new contracts and new starter paperwork.
- Ensure payroll information is kept up to date
- Provide low level HR advice and guidance inline with policies, toolkits and legislation and referring for further advice if required.
- Providing admin support for the Blackburn & Darwen Youth Zone Board and Senior Leadership Team.
- Ensuring HR files are kept up to date, in compliance with GDPR guidance.
- Coordinate training for staff members and ensure records are held centrally.
- Respond to manager and staff enquiries allocated from the HR enquiries inbox
- Assist with office layout planning and office moves
- Manage and oversee the IT systems to ensure the smooth and efficient running of the Youth Zone. These will include the database system and the use of the latest technology.
- Securing best value for all service contracts including landlines, mobile phones and photocopiers.
- Attend OnSide Network Business Administration Managers meeting on a monthly basis feeding back to Blackburn and Darwen Youth Zone Leadership team of developments and updates
- Establishing and maintaining office and HR systems including the functioning of salesforce and producing reports as required
- Managing of general office administration to include post and stationery ordering
- Assist the SLT in research for detailed reports as and when required ensuring they have all information necessary to develop ideas.
- To promote a culture of inclusion and wellbeing across staff, volunteers and young people.
- To promote and safeguard the welfare of children and young people at all times, including recording and documenting all concerns and liaising with the Youth Zone’s Safeguarding Officers.
- To understand and adhere to Blackburn & Darwen Youth Zone policies and procedures at all times with particular emphasis on equal opportunities, health and safety and safeguarding.
- To promote a positive image of Blackburn & Darwen Youth Zone through professional operation and conduct with all our stakeholders and the general public.
- Any additional duties as and when required.

**Measurable Outputs**:

- Reduction in the annual turnover of staff
- Improved efficiency across all admin functions
- Reduction in staff absences through proactive monitoring

**Person Specification**:
**Education/Training/Qualifications**
- CIPD Level 3 qualification or willingness to work towards this (Desirable)
- First Aid _(Desirable)_

**Experience**:

- Experience within a HR role (Desirable)
- Experience of managing an office function (Essential)
- Experience of using HR software/systems (Desirable)
- Proven track record of line managing and developing team members
- Experience of managing and implementing internal processes
- Providing administrative support at Board or Senior Leadership level
- Excellent communication and problem solving skills with colleagues and stakeholders at all levels

**Skills/Abilities**:

- Attention to detail
- Ability to manage office systems and databases accurately
- Ability to work quickly, accurately and to strict deadlines under pressure
- Go

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