OCNW Job Profile - Ascentis

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Name:Title: Business Support AdministratorDepartment: CEO’s OfficeReporting to: Corporate Relations and Support Manager Level: Entry Level ProfessionalJob Purpose: Confidentiality, judgment and commercial awarenessSupport the Corporate Relations and Support Manager by serving as a key point of contact for internal and external contacts, on all matters pertaining to the CEO’s OfficeCommunicate appropriately in a variety of situations with the Group CEO, Leadership Team, the Chair of the Board, Trustees and the Group CEO’s external contacts with strong written and verbal communication, administrative and organisation skills and the ability to maintain a realistic balance amongst set priorities, under the guidance of the Corporate Relations and Support Manager. Demonstrate commercial and political awareness during all communicationsMaintain strict confidentiality where necessary (e.g. when processing personal or sensitive information/requests) and where specifically directedGeneral Administration Responsibilities:Provide dedicated support to the Group Commercial Director, to include diary management, phone calls, filing and general administrationAdministering credit card statements to Finance, on behalf of the Leadership TeamBook and arrange travel, transport and accommodation on behalf of the Leadership TeamSupport the Corporate Relations Manager with administration relating to Board and Committee meetings and general matters relating to Trustees, the Group Deputy Chief Executive Officer and Group Chief Executive OfficerArrange occasional international travel and accommodation for staff, ensuring costs are minimised and bookings are made in a timely manner and in line with the Events and Travel policyLog travel and accommodation costs on behalf of the Leadership Team and provide financial records to FinanceUnder the guidance and direction of the Corporate Relations and Support Manager, support the implementation of the Internal Communication Strategy, in particular, administrative duties around staff/senior manager events/team communication days Provide detailed notes from internal meetings, ensuring grammatically accurate information and the ability to extract all relevant informationManage and arrange internal meetings, ensuring meeting rooms are correctly booked and calendar invites are sent to all attendeesWith experience and training, the post holder would cover the administration elements of Corporate Relations Manager role where necessary.Office Responsibilities:Receive and welcome external visitors to Ascentis; ensuring visitors sign in appropriately and inform employees of visitors’ arrivalCoordinate and manage room bookingsSet up meeting rooms and clear away after meetings, ensuring all rooms are clean and reset at the end of the dayFacilitate catering lunches, liaising with senior staff and the catering company to ensure business lunches are managed appropriatelySupport and manage Corporate Hospitality activitiesProcess incoming/outgoing post and receive incoming deliveriesEnsure the reception/executive area is clean and organised, in line with health and safety requirementsMaintaining front door security and reporting any suspicious activityPerforming ad-hoc administrative duties Provide excellent customer serviceProvide cover in the absence of the HR Administrator as necessaryManage the preparation, updating and publishing of Ascentis internal calendarsBook attendance at meetings, events and conferencesManage and oversee the arrangements for all panels as appropriateAnswer the phones and direct calls to the appropriate person/departmentRenew memberships as requiredMaintain filesOrder any required catering and undertake monthly catering stock take including liaising with the appropriate person for re-ordering of stockThe following responsibilities apply to all roles:Contribute to the improvement of customer serviceContribute as required to regulatory compliance and engage with other processes including business continuity, risk management and the internal audit processUndertake any other responsibilities or tasks that are within the employee’s skills and abilities whenever reasonably instructed and commensurate to this role.Success MeasuresAbsolute confidentiality is maintained at all timesAll stakeholders, in particular the Trustees and members of the Leadership Team, are dealt with politely and efficientlyAdministration is accurate and carried out with a high level of attention to detail Travel, accommodation, events and catering bookings are made within 2 working days of receipt (where reasonable) and costs are minimisedRoom booking requests are actioned on the day they are made (where reasonable)Status of this Job DescriptionThe above job description is a guide to the work you may be required to undertake but does not form part of your contract of employment and may change from time to time to reflect changing circumstances.AccountabilityCorporate Relations and Support Manager Key Contacts Corporate Relations and Support Manager, Group CEO, Group Deputy CEO, Group Commercial Director, Trustees, Internal and External VisitorsKey Attributes Required: Ability to maintain absolute confidentiality when directed to do soEssentialUnderstanding and experience of providing effective customer service EssentialCommunicates effectively and in a professional manner with people at all levels of seniority in the organisation, both verbally and in writing, to provide excellent customer serviceEssentialExperienced and confident user of Microsoft Word, Microsoft Excel, Microsoft Outlook and Microsoft PowerPoint EssentialQualified to GCSE level at level 4 (or equivalent) in English and MathsEssentialAbility to organise and prioritise work, using initiative, to achieve agreed targets and to work to deadlinesEssentialAbility to work both independently and with others in a teamEssentialHolds a business administration or customer service qualificationDesirableAgreed:Post HolderDate ................
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