Business Support Officer

Job description

Working at the centre of King’s Foundations, the Business Support Team delivers a human-centred service, continuously ensuring that the team is well organised, effective and efficient.

The successful candidate will have excellent interpersonal skills and bring a commitment to quality and consistently deliver excellent customer service. You will be highly organised, demonstrate professionalism and high standards.  You will have a good eye for efficiency and process improvement with enthusiasm. The role encompasses the following areas:

• Departmental business support, including maintaining/auditing departmental inventories, financial support including purchasing and invoicing, IT/Estates support and Health & Safety
• Event management: internal and external events and conferences
• Human resources support, including pay/expense claims, staff recruitment support, staff induction support
• Communications, including managing the team inbox and responding to staff queries, sharing departmental news and events, active use of MS Teams for staff updates
• Resources: physical resources for office areas, memberships, licences

General

• To work within the Business Support principles and responsibilities to deliver a pro-active, approachable service.
• Act as a key point of contact for King’s Foundations Staff providing a friendly, efficient and professional service, including reception cover.
• Ensure all users are aware of, and abide by, appropriate College and Faculty policies including use of IT, copyright compliance, equal opportunity regulation, health and safety and fire evacuation regulations and local or department guidelines and procedures relating to acceptable use of the Centre’s facilities
• Ensure that staff and visitors, have appropriate space and equipment, liaising with Estates and Facilities and IT as appropriate.
• Act as a Health and Safety Officer.
• Embrace the core values and responsibilities of the Business Support team to provide a service that is not only proactive but also personable and accessible.

Departmental business support

• Support the administration of day-to-day departmental financial transactions, including purchasing, invoicing, records reconciliation, expense claims, maintaining comprehensive electronic and hard copy records and escalating any problems to senior staff.
• Resolve issues with departmental resources by working closely with colleagues throughout the College such as IT or AV services, Facilities and Estates, HR, Finance and other academic departments.
• Undertake a range of procurement activity in accordance with King’s Financial Procedures, including managing physical resources, ordering and receiving deliveries.
• Provide advice to departmental staff on financial processes.
• Deliver efficient administration of meetings, including scheduling meetings according to the annual meetings calendar, servicing (note-taking or formal minuting) and supporting Chairs with follow up activity.
• Organise department events such as staff socials and Away days, including liaison with organisers, outside speakers, compiling risk assessments and ground support on event days.
• Provide general administrative support for health and safety compliance

Advert information