Business Support Officer (Part Time)
1 day ago
Bath
To apply for this role and for full details, you must complete our application form available on our website vacancies page. Applications received other than through our application portal will not be considered. Please use the following link: This role is part time, hybrid and based in Bristol. Are you organised, resourceful and happiest when making things run smoothly? Join Step Together Volunteering in a varied role where your skills will help a small charity make a lasting difference. We support people facing significant challenges to build confidence, connections and skills through personalised support and volunteering. As our Business Support Officer, you'll help keep the organisation running effectively so our team can focus on the people we support. Working closely with our CEO and Head of Operations, you'll coordinate finance and HR administration, help colleagues access training and complete essential checks, and provide practical support across our dispersed team. You'll have opportunities to improve systems, solve problems and see the difference your contribution makes. We're looking for someone with strong administrative skills, an eye for detail and a friendly, proactive approach. If you enjoy variety, take pride in getting things right and want your work to have a clear purpose, we'd love to hear from you. • JOB DESCRIPTION: The Business Support Officer will be a key member of the Central Head Office team. The role combines routine finance administration, people and compliance administration, and practical organisational support. It requires someone who is accurate and dependable, able to take ownership of their workload, can manage recurring deadlines, and is willing to investigate routine questions and follow actions through to completion. Key responsibilities: Finance Administration • Process supplier invoices, maintain supporting records and attach documentation in Xero., • Prepare fortnightly BACS payment runs for secondary authorisation., • Process staff expenses, checking claims and supporting evidence against the expenses policy., • Raise invoices and monitor outstanding payments., • Record and allocate income and expenditure using agreed restricted fund and departmental coding, • Complete routine bank reconciliations and investigate straightforward discrepancies., • Collate approved payroll information and administer agreed monthly changes., • Organise supporting records for month-end and year-end processes., • Respond to routine finance queries and refer matters requiring approval or judgement. People and Compliance Administration • Provide recruitment administration, including arranging interviews and communicating with candidates., • Prepare new-starter documentation, set up records in SafeHR and coordinate onboarding and leaver checklists., • Administer DBS applications and renewals, maintain accurate records and support managers to meet safer recruitment requirements., • Maintain the mandatory training matrix, book training identified by managers and provide timely reminders of expiry and renewal dates., • Maintain personnel records and record approved contractual changes in conjunction with line managers., • Support routine sickness absence and annual leave administration, ensuring records are accurate and appropriately confidential. Organisational Administration • Provide supplier and contract administration and maintain a forward calendar of renewals and key dates., • Liaise with IT, telephone and other service providers, including setting up and closing user accounts as required., • Maintain accurate equipment, telephone and user-access records., • Maintain insurance records, coordinate renewals and provide information requested by insurers., • Maintain well-organised shared folders and organisational records, following agreed naming and document-control conventions., • Monitor the central email address and ensure enquiries are answered or directed to the appropriate person., • Coordinate post and registered-office administration., • Book travel, accommodation, venues and catering, using charity funds carefully and following agreed approval arrangements., • Coordinate practical arrangements for staff and trustee meetings, events and away days, including booking rooms where required., • Maintain policy review reminders and support routine document control., • Take proactive ownership of routine administrative systems, identifying gaps, upcoming requirements and practical improvements, and following actions through to completion. Responsibilities applying to all roles • Develop and maintain an understanding of Step Together Volunteering's programmes, values and ways of working, and recognise how effective business support contributes to our work with clients., • Handle financial, personnel and organisational information with discretion and in accordance with UK GDPR, confidentiality requirements and Step Together Volunteering's policies., • Work collaboratively with colleagues across a small, geographically dispersed organisation, communicating clearly and responding helpfully to routine requests., • Contribute to team meetings, supervision, learning and development, and the continuous improvement of our systems and working practices., • Follow all organisational policies and procedures, including safeguarding, equality, diversity and inclusion, health and safety, and information security., • Undertake other reasonable duties consistent with the purpose and level of the role, as agreed with the Chief Executive and Head of Operations. PERSON SPECIFICATION: We are interested in practical experience, sound judgement and a reliable approach. Applicants do not need a degree or previous charity-sector experience, and we welcome applications from people returning to work or seeking a substantive part-time role. Essential Practical experience of providing varied administration in an office, business-support or similarly responsible role. Experience of routine finance administration, such as processing invoices or expenses, maintaining supporting records or checking financial information. Strong administrative and numerical accuracy, with close attention to detail and the confidence to identify and question discrepancies. Able to organise and prioritise a varied workload, manage recurring deadlines and distinguish urgent tasks from work that can be planned. Resourceful and proactive: willing to find information, investigate routine queries, identify gaps and follow actions through to completion, while recognising when management input is needed. Competent in Microsoft 365, including Outlook, Word, Teams and Excel, and confident learning new systems. Clear and professional written and verbal communication, with a helpful and approachable manner. Able to handle confidential and sensitive information with discretion and sound judgement. Able to work independently within agreed boundaries while contributing positively to a small, collaborative and geographically dispersed team. Curious about Step Together Volunteering's work and committed to understanding how effective administration supports our staff, clients and charitable purpose. Desirable Experience in a small charity, voluntary organisation or other values-led organisation. Experience of Xero, bank reconciliation, payment runs or payroll administration. Experience of maintaining HR, recruitment, DBS, training or compliance records. Experience of administering suppliers, contracts, insurance, IT accounts or equipment records. Experience of reviewing or improving straightforward administrative systems and processes. Experience of HR information systems. Experience of Xero or other finance system. Experience of supporting recruitment, onboarding, events or meetings. Awareness of UK GDPR, safer recruitment or charity compliance requirements. Experience of hybrid or remote working. An interest in volunteering, social inclusion or supporting people facing disadvantage. Salary & Benefits: £15,106 - £16,717 (based on 21 hours a week / FTE £25,177 - £27,862), plus 33 days annual leave including bank holidays (FTE, pro rata for part-time) and additional time off at Christmas. We offer a stakeholder pension scheme with employer contributions up to 5%; life insurance; employee assistance programme, enhanced sick pay upon completion of probation; eye tests; childcare vouchers; cycle to work scheme; full induction, regular supervisions and training; laptop and mobile phone; regular team communications, away days and support. • A part-time role, working 21 hours a week between Monday and Friday. The post is Bristol-based, with a hybrid working pattern of working from home and from our 'hot desk' at Temple Campus, near Temple Meads Station. The post is permanent, subject to an initial 4 month probationary period. Visit our website and social media pages: Step Together Volunteering Facebook.com/StepTogetherVol Step Together Volunteering: Overview | LinkedIn JBRP1_UKTJ
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