Cost of living and energy help and advice

Business Support Administrator

Fixed Term for 12 months with possibility of renewal

26 hours per week (job share applications will be considered)

Location: Carnarvon Road and other locations as agreed

Citizens Advice Tendring is looking for an enthusiastic person to support the Business Support Team. You will be required to carry out a range of administrative duties to support the team with enquiries, audit preparation and administrative support to team meetings.

What we are looking for:

Previous administrative experience essential.

Previous experience with the Microsoft Office applications (Word, Excel and Outlook).

Previous experience in minute taking, writing or reviewing procedures and policies is desirable but not essential.

Excellent organisation skills.

Accuracy and attention to detail.

Written communication skills to level required for drafting correspondence, emails and transcribing minutes.

Good level of competency in Word and Excel.

The successful applicant will receive a tailored induction plan as a form of support at the start of this role.

This role is a fixed term contract for one year, however we are a fast-moving organisation and proactive in sourcing new funding which provides plenty of opportunities for progression.

Please note that interviews have been scheduled for 12th December 2022.

If you are interested in this opportunity, please download a copy of the Application Form and Diversity Monitoring Form, complete the documents in full and apply using the 'To apply' link below. Please note that we are open to the possibility of remote/hybrid working and job sharing.

Role Purpose:

• To support and assist the Business Support function in a range of administrative work.

Job Description:

• Carry out administrative duties to support the Business Support team; this will include

supporting the team with basic enquiries, using templates and standard processes.

• Log post received using process provided. This will include scanning, sending emails

and updating tracking sheets.

• To support audit processes and assist in the preparation of regular audits, liaising with

the Business Support Manager as required.

• Providing administrative support to all team meetings and the Annual General Meeting;

including the preparation of agenda and supporting documents, taking minutes, chasing

any outstanding actions and booking the venue and refreshments. Liaising with the

Business Support Manager as required.

• Support preparation for general events; including booking meeting rooms, catering and

supporting distribution of papers/marketing materials.

• Maintain policies/procedures - create and maintain a schedule to ensure compliance.

Prepare policies for review by the Business Support Manager. Support the Business

Support Manager in drafting/amending procedures and policies where gaps are

identified.

• Support record keeping processes by organising files for both electronic and hard copy

documents where applicable. This will include scanning, filing, using confidential

shredding/waste and moving files.

• Update spreadsheets to help keep records up to date.

• Ordering sundries, stationery etc for the organisation as required.

Supervision

• Attend regular meetings of paid and unpaid staff.

• Attend supervisions.

Training and development

• Identify and implement own training and development needs.

• Support manager to identify the training needs of staff through support and supervision

(where appropriate).

• Participate in Citizens Advice initiatives as appropriate.

Other duties and responsibilities:

• Maintain and uphold the good name and reputation of Citizens Advice Tendring and

wider organisation.

• Comply with and respect relevant organisational policies, guidelines and management;

including all aspects of confidentiality, data protection, health and safety, dignity at work,

political impartiality, volunteer complaints and performance management.

• Abide by health and safety guidelines and share responsibility for own safety and that of

colleagues.

• Complete the training required to comply with quality assurance processes.

Values:

All staff are expected to carry out their work in line with organisations values of:

We’re inventive. We’re not afraid of trying new things and learn by getting things wrong. We

question every idea to make it better and we change when things aren’t working.

We’re generous. We work together, sharing knowledge and experience to solve problems. We

tell it like it is and respect everyone.

We’re responsible: We do what we say we’ll do and keep our promises. We remember that we

work for a charity and use our resources effectively.

General statement included in all job descriptions:

• Be flexible to carry out any other tasks which may be within the scope of the post to

ensure the effective delivery and development of the changing service demands.

• All staff are expected to be aware of and comply with the policies, processes and

procedures of the charity.

• All staff to abide by health and safety guidelines and share responsibility for own safely

and that of colleagues.

Person Specification:

The successful person will meet the following shortlisting criteria:

Experience

• Previous administrative experience essential.

• Previous experience with the Microsoft Office applications (Word, Excel and Outlook).

• Previous experience in minute taking, writing or reviewing procedures and policies is

desirable but not essential.

Knowledge and skills

• Excellent organisation skills.

• Accuracy and attention to detail.

• Written communication skills to level required for drafting correspondence, emails and

transcribing minutes.

• Good level of competency in Word and Excel.

Personal Qualities

• Understanding the importance of CA policies and procedures.

• Numeracy to the level required to carry out the tasks.

• Ability to work on own initiative, prioritise own work, meet deadlines.

• Flexible approach with the ability and willingness to work as part of a team.

• Integrity and ability to work in a confidential arena.

• Honest and trustworthy.

• A commitment to continuous professional development.

• A positive can-do attitude