Business Support Assistant - 35 hour per week

Job Purpose

To deliver professional, efficient, flexible and responsive business support services to aid the smooth running of the charity and on a rota basis, support the day-to-day operation of AFG's 'Collaboration Hub' in Liverpool by maintaining a professional, welcoming and well-organised environment. This may include undertaking routine checks of meeting rooms, shared workspaces and communal areas, ensuring they are left tidy and ready for use, reporting any issues requiring attention and encouraging good workplace etiquette amongst colleagues and visitors

Key Accountabilities and Responsibilities

• To provide a high level of administrative support and organisational skills to support the business in delivering our core activities and business priorities.
• To communicate with, and support, a wide range of internal and external stakeholders – providing support and information as required and appropriate.
• To promote best administrative practice across AFG at all times, suggesting improvements to working practices including the use of technology to increase administrative efficiency.
• To promote the highest standards of service and a professional, welcoming and friendly atmosphere and maintain confidentiality at all times
• To maintain stationary supplies and manage stationery requests/orders as required for business delivery, following the agreed procurement process with suppliers
• Receive and action requests for meeting rooms on site at the head office or off-site. For on-site, liaising with on-site concierge for availability and booking equipment and catering where required through approved suppliers, keeping a log of all bookings & invoices. For off-site, maintaining a list of preferred venues and organising off-site meetings as per requestor requirements.
• Provide administrative support to the planning and facilitation of digital and face-to-face Senior Leadership Team, Executive and Board workshops/meetings including but not limited to attendance tracking, sourcing appropriate venues, catering and accomodation where required.
• Collate the papers for the operational level group meetings following up any outstanding papers in accordance with the deadline for reports and escalating to the lead Functional Director where necessary
• Circulate agendas and papers for operational group meetings, taking full and accurate minutes and in addition maintaining and action logs and following up any actions to be completed, prior to each meeting.
• Ensure the papers for the meetings reflect the correct reference and item number and are formatted in line with AFG templates and branding
• To answer any overflow calls that come through from the switchboard promptly and professionally, redirecting calls as appropriate, using manual or computerised databases, for example Jabber
• Manage all incoming organisational post, scanning and forwarding on to relevant departments. Keeping an accurate log of all forwarded communications
• Manage all incoming deliveries ensuring checking, receipt, secure storage and organising onward transport / distribution as required
• Manage outgoing post including franking and posting including batch requests across the organisation working collaboratively with colleagues from other departments
• Book train travel and hotel accommodation for staff as requested
• Manage the “Reception” & general “Ask” email inboxes, actioning requests where appropriate and diverting to relevant departments as necessary
• Manage the production of security badges, including electronic activation and uploading photo ID to Select HR records, keeping accurate records and mailing badges to staff
• Report any breakdowns or Head Office maintenance issues to Estates/IT and ensure they are actioned in a timely manner, logging all requests, and escalating where required.
• Proficient use of all Microsoft Office packages to provide administrative support across the organsation, contributing to the development of reports and efficient record keeping.
• Maintenance of the archiving database, ensuring accuracy of data input

We’re Alternative Futures Group, a health and social care charity providing specialist support for people with a learning disability or mental health condition.

We’re proud to have been positively changing lives and enabling people to achieve amazing outcomes for over 30 years.

We have a vision to create a world where amazing people do amazing things every day. Our skilled and experienced teams work with every person we support to create a personalised, outcome-focused plans to achieve their aspirations.

As a ‘values based’ employer, the people that work for us genuinely care about the people they support, and we are seeking likeminded people to join our team.  If you are passionate about working in Health and Social Care and have a real desire to make a positive difference to the lives of the people we support then we would love to hear from you.

At AFG we also recognise the contribution and value that our staff make.  We would not be able to provide the life changing support that we do without people like you!

In return for your contribution we will support you throughout your career and we provide a wide range of employee benefits, career development and lifestyle support services to ensure that you too feel supported, fulfilled and valued from day one of your employment with us.