Business Support Officer

2 days ago

Stanley Greater London, United Kingdom Hays Business Support Full time

We are seeking a motivated and detail-oriented Family Time BSO Administrator to join our dynamic team. This exciting role will allow you to play a key part in coordinating services, managing court reports, and supporting families through their parenting assessments. You will thrive in a fast-paced, customer-facing environment and be essential in the smooth running of operations, both in administrative and practical aspects.
Your new role

Multidisciplinary Support: Provide comprehensive support to the multidisciplinary parenting assessment team. This includes coordinating schedules, managing diaries, setting up appointments, arranging transportation (taxis), and ensuring the availability of interpreters when required. You will also assist in the formatting and preparation of court reports and ensure access to all relevant court bundles.
Legal Document Formatting: Take full responsibility for the accurate formatting and preparation of legal documents. Ensure all documents comply with legal standards and organisational guidelines, focusing on precision and consistency.
Invoice & Order Management: Verify and process invoices and orders from external suppliers, ensuring they are accurate and approved by the appropriate budget holder. This is critical for maintaining budgetary control and proper financial tracking.
Meeting Coordination & Minute Taking: Attend and participate in various meetings, taking minutes when necessary. You will also facilitate meeting bookings, handle room bookings, confirm attendee lists, and provide hospitality for meetings, ensuring everything runs smoothly.
Facilities Management Support: Report any service and maintenance issues in and around the premises. Communicate effectively with facilities management to ensure timely completion of works, and follow up to ensure all tasks are completed.
Work Request & Completion Tracking: Log and track all facilities work requests, following up to ensure completion and maintaining accurate records.
Stock Monitoring & Ordering: Monitor and replenish office stationery and domestic supplies, ensuring stock levels are always maintained and that requests are handled in a timely manner.
Corporate Credit Card Management: Purchase goods using the corporate credit card, ensuring all transactions are reconciled monthly using the correct cost codes.
Adaptability to Changing Priorities: Respond effectively to frequently changing work priorities, ensuring urgent tasks are completed within designated deadlines, while maintaining a positive and constructive approach.
Training & Development: Participate in training sessions and supervision opportunities, using feedback for personal growth and to enhance service delivery. Your input will be valued in improving the services we provide to families.
Customer Service & Reception Duties: Provide front-of-office support, including meeting and greeting service users, answering phone calls, and ensuring the office runs smoothly in a customer-facing environment.What you'll need to succeed

Strong Word Processing Skills: A key component of this role is drafting, checking, and formatting numerous reports. Expertise in Microsoft Word, particularly in document formatting, is essential. A written test will be part of the interview process to assess these skills.
Attention to Detail: The ability to ensure accuracy in legal documents, invoices, and reports is critical. Your attention to detail will ensure all work is compliant with legal standards and internal guidelines.
Organisational Skills: You will be managing multiple tasks and priorities. A highly organised approach will be essential to stay on top of scheduling, report formatting, and meeting coordination.
Customer-Facing Role: Excellent communication skills are essential as you'll be engaging with various stakeholders, including service users, professionals, and external suppliers.
Adaptability & Time Management: The work is highly variable, with some months requiring little to no report preparation, and other months requiring multiple reports to be formatted and finalised. The ability to manage sporadic workloads is key.
Team Collaboration: You will work closely with a team, including social workers and external suppliers, so strong collaboration and interpersonal skills are a must.What you'll get in return

Part-Time Role: 18 hours per week
Fully Office-Based: You will be required to work on-site, spending time on reception and assisting with office coordination.
Flexible Days: Specific working days are Wednesday, Thursday, and any other day as agreed with the manager. Flexibility in hours may be required based on workload.What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

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