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Business Support Assistant
2 weeks ago
Salary: £11,037 (FTE £25,753)
Hours: part time 15 hours (3 hours per day – Monday to Friday)
Location: Greenford, London
JOB CONTEXT
Age UK Ealing's mission is to promote the wellbeing of all older people in Ealing and empower them to achieve full quality of life. We provide a range of support services for older people in the London Borough of Ealing including Information and Advice, Day Centre, Befriending, Digital Inclusion and Community Gardening Services. We also run Greenford Community Centre, where our office and services are based alongside a range of other community activities.
JOB DESCRIPTION
We are seeking a Business Support Assistant who will primarily be assisting the Business Support Manager in dealing with general office management and central administration including Finance, IT, HR, dealing with Room Hire enquiries and bookings and covering the Gardening Service administrative tasks when the Service Coordinator is absent.
MAIN DUTIES AND RESPONSIBILITIES
Greenford Community Centre
- To assist with the running of the Room Hire service, from dealing with initial enquiries from service users and arranging visits through to booking administration, processing payments, and carrying out post work customers satisfaction survey and damage refund deposit.
- To ensure that enquiries are responded to within 2 working days
- To deal with Room Hire phone line and email inboxes, responding to initial enquiries and redirecting services users to the relevant services provided within AUKE if need be
- To unlock rooms, the hall and service users' storage space when needed
- To cover for the Business Support Manager in his/her absence
- To always display good customer service, treating people with respect and dignity and being aware of individual needs and cultural requirements
Administration
- To provide admin support to the Business Support Manager as required
- To help with the preparation of routine statistical reports as required including KPIs data etc.
- To liaise promptly with the Finance Team to resolve issues relating to payments
- To undertake basic research as required including helping in coordinating AUKE events
- To support the Business Support Manager with basic internal HR function, such as compiling data, maintaining records as required
- To assist applying for and updating staff DBS checks
- To assist contractors in accessing areas of the building
- To assist with Health & Safety inspection and remedial actions
- To help with stationery orders
- To assist the Business Support Manager with IT enquiries
- To carry out background research and present findings on various subjects as directed.
- To assist in logging Maintenance jobs on the Council's platform
- To cover for the Gardening Service administration when the Service Coordinator is on leave
Customer Care
- To provide a welcoming service to service users, visitors, and contractors at Age UK Ealing premises. This includes providing an efficient and effective front office/reception service to all visitors, service users and members of the Age UK Ealing in person, by telephone and electronically
- To handle feedbacks, compliments and initial complaints according to the complaints policy & procedure
- To ensure all messages reach the required person in a timely manner
- To ensure that attractive information displays are maintained in the reception area and other relevant parts of the premises
- To ensure that good relationships are established which create positive image of the Age UK Ealing
General
- To manage own workload efficiently
- To be part of the wider staff team
- To check and sort out daily posts and distribute accordingly at the Greenford Community Centre
- To act as a representative of Age UK Ealing when needed
- To ensure all relevant administration and reporting is completed in a timely manner as required
- To build good working relationships with colleagues, service users and external agencies
- To be flexible with their working hours
- To comply with all policies and procedures and promote Equality, Diversity & Inclusion, Safeguarding and maintain General Data Protection Regulation (GDPR) compliance
- To report any Health and Safety issues or concerns
- To support colleagues with the provision of information as requested for other functions within the organisation
- To attend team meetings, training and internal and external events as required
- Undertake other duties that may from time to time be reasonably required
PERSON SPECIFICATION
Technical Skills
- Experience of delivering excellent customer service
- Ability to supervise volunteers.
- Knowledge of Equality and Diversity issues.
- Good IT skills, experienced in the application and use of various software packages including MS Office packages and databases.
- Able to act as a representative of the organisation externally and develop relationships, which generate a positive image of Age UK Ealing.
- Knowledge of health & safety, GDPR compliance.
- Awareness and knowledge of safeguarding.
- Able to undertake training that is necessary for the development of this post.
Organisational Skills
- Excellent organisational skills, including attention to detail.
- Ability to compile routine performance reports including statistical information.
- Ability to work flexibly and adapt to changing needs.
- Ability to meet deadlines and manage conflicting priorities.
- Able to reflect on own performance.
Communicative Skills
- Excellent communication and interpersonal skills (both oral and written).
- Ability to work as part of a team, as well as independently.
- Ability to present confidently and effectively.
- Personable
HOW TO APPLY:
Interested candidates are invited to submit their CV together with a supporting statement explaining why you are suitable for this role to
Your CV should be no more than 3 sides of A4 paper, and the supporting statement should be no more than 2 sides of A4 paper.
Shortlisted candidates will be required to complete a Declaration Form and Equality, Diversity & Inclusion Monitoring Form.
This post is offered subject to a satisfactory Disclosure and Barring Service (DBS) check and references.
Closing date: Sunday 4th January 2025
Interviews: Tuesday 13th January 2025
Only shortlisted candidates will be notified.
Equal Opportunity Employer: Age UK Ealing strives to be an Equal Opportunities employer. Age UK Ealing is committed to safeguarding and promoting the welfare of older people and all vulnerable groups within the London Borough of Ealing, and requires all staff and volunteers to share this commitment.
Job Types: Part-time, Permanent
Pay: £11,037.00 per year
Benefits:
- Casual dress
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking
- Sick pay
- Store discount
Education:
- GCSE or equivalent (preferred)
Work Location: In person
