Business Support Officer

**THE ROLE**

The Business Support Officer role will provide a comprehensive range of support services contributing to the effective running of Vault Youth Zone. Reporting directly to the Head of HR and Operations, you will be the central point of coordination, taking responsibility and ownership of tasks and delivering a helpful support service, to the Staff and Leadership team. This role will support the Head of HR and Operations in the HR function, IT, Systems & data management as well as responsibility for office management & administration functions.

This role will be based in the Youth Zone and in accordance with our Child Protection and Safeguarding procedures, this position requires an **Enhanced DBS check.**

**WHAT SUCCESS WILL LOOK LIKE**

Success will require engaging with the goals of the Head of HR and Operations and back-office functions. Providing high quality and efficient administration support, HR delivery and effective data and systems management. With effective people management and service skills in year one you will have:

- Been central to the success of our recruitment campaign by providing critical administration support
- Established our HR & people management platform by supporting the Head of HR and Operations to ensure all staff & line managers are using the platform effectively
- Supported as we recruited and trained our team
- Being successfully trained and inducted in our membership & CRM platform (Salesforce), taking responsibility for the integrity of membership data, training of our reception team & supporting the delivery team to use the use the platform to capture our engagement with young people.

**KEY RESPONSIBILITIES**

**Duties and Responsibilities**:

- Managing the day-to-day office operations
- Maintaining and ordering office supplies and organising catering & resources for meetings
- Taking ownership of administration processes, implement, monitor, and audit compliance of these, where necessary review and revise for efficiency and best practice
- Supporting the finance operation, in petty cash, cash handling, purchase orders and approvals, invoicing and any other finance administration as required
- Support the staff team in the purchase or resources for projects and activities as required.
- Assist and support the Head of HR and Operations in HR functions, including recruitment, HR administration, L&D, file and systems / data management, any other HR administration support as required
- Support the Head of HR and Operations in IT/Comms related issues through to resolution. This includes liaising with the external IT/Comms service providers
- Support all managers with induction & onboarding of new staff
- Supporting the CEO in administration, diary management and meeting support
- Manage DBS checks for all Staff, Volunteers, and contractors
- Support the organisation in companywide GDPR compliance, audit, reporting and administration.
- Data management (Salesforce & any other systems), Data analysis to support decision making and continuous improvement
- Supporting in collating, preparing, and issuing, reports, management information and board papers as required
- To assist the Leadership Team in recording and providing reports, statistics, and other relevant information as required, both internally and externally
- Any other back office related duties as required, deputising in the absence of the Head of HR and Operations
- Deliver effective and efficient administration in people communications and Policy / procedure updates
- To line manage the reception team
- Take personal responsibility for own actions & commit to a culture of continuous improvement
- To be alert to issues of safeguarding and child protection, ensuring the welfare and safety of Youth Zone members is promoted and safeguarded, and to report any child protection concerns to the designated Child Protection Officers using policies, procedures, and practice
- And carry out any other reasonable duties as requested by the Senior Leadership Team

**All Vault Youth Zone employees are expected to**:

- Be a role model for young people, present a positive ‘can-do’ attitude and take personal responsibility for your own actions.
- Work within the performance framework of the charity and live the values of Vault Youth Zone and the OnSide Network, contributing to a culture of high performance and continuous improvement.
- Represent and promote the Youth Zone positively and effectively in all dealings with internal colleagues and external partners, assist with any promotional activities and visits that take place at Vault Youth Zone
- Comply with all policies, procedures, and codes of conduct, with particular reference to Safeguarding, Health & Safety, and Equality, Diversity & Inclusion.

**EXPERIENCE**
- Varied experience of office administration & management functions - Essential
- Experience of Managing IT Systems and Data management - Essential
- Experience of working in a HR capacity supporting peop