Business Support Assistant

The Administrative Support Officer acts as the primary point of contact for both internal staff and external stakeholders in relation to the services provided by the department. This includes managing face-to-face enquiries, answering telephone calls, dealing with emails, and ensuring that all queries are handled professionally and in accordance with service standards.

A key part of the role involves the accurate collation, input, and maintenance of data across both manual and electronic systems. The post holder will be required to retrieve and present data for reporting purposes or for use by senior colleagues. They will also assist with the development and upkeep of spreadsheets and databases under the direction of management, and will be responsible for generating routine reports within agreed timeframes.

Reception duties will be carried out as needed, ensuring that visitors and callers are directed appropriately and efficiently. The role also involves maintaining effective working relationships across departments and with external contacts, providing relevant information and support within the scope of the position.

The officer will be responsible for distributing up-to-date service information, managing filing systems, and ensuring the proper organisation, storage, archiving, and retrieval of documents in line with office procedures. They will also handle incoming and outgoing correspondence, including post and faxes, and will support the management of team diaries and email communications.

Administrative support will include the preparation of documents using word processing software and corporate templates. This may include drafting letters, reports, forms, policies, and presentation materials. The role also involves overseeing basic office supply tasks such as issuing stationery, monitoring stock levels, and reporting shortages in line with internal procedures.

The post holder will undertake routine financial administrative duties, such as coding invoices, placing orders via the procurement system, and handling petty cash. They may also be responsible for processing payments from clients or customers, including cash, cheques, pensions, or electronic transfers.

They will arrange meetings and events, including sending invitations, booking venues, organising travel and refreshments, and preparing and distributing relevant documentation. The role also involves taking minutes and ensuring they are accurately recorded and circulated in a timely manner.

Maintaining up-to-date and confidential employee records—such as sickness and leave—is a further responsibility, carried out using appropriate manual or electronic systems.

Confidentiality must be upheld in all aspects of service delivery, particularly when dealing with sensitive or personal information. The post holder must comply at all times with organisational policies and procedures, including those relating to governance, health and safety, risk management, and financial regulations.