3 days per week – Part time, office-based role
Hours: 9am- 4pm (21 hours per week +)
Based in Kingston Upon Thames area
Salary: £28,000 – £29,000 pro rata DOE
My client will consider candidates on a temp-perm or permanent basis.
We are currently recruiting for a Part time Business Support Administrator for a charity based in the Kingston upon Thames area. The ideal candidate will be a pro-active, versatile, resourceful and solutions-focused individual with excellent administration skills.
Key Responsibilities:
Reporting to the Operations and IT Support Manager you will work cooperatively with colleagues at all levels of the organisation and closely with staff working in other back-office functions: HR and volunteer management and with their outsourced accounting provider
• To provide administrative support to the management team, Board of Trustees and to the front-line service teams.
• To promote the organisation’s services to potential customers and pro-actively follow-up new business enquiries.
• Update information the CRM system – Salesforce (x-training will be provided staff
• Upload purchase orders to the Dext software platform; coding invoices; completing the necessary checks and processes to produce and send customer invoices for paid services; reading meters and submitting readings to utility providers; dealing with payments, direct debits, donations, expense claims and associated processes and dealing with general finance-related enquiries and issues.
• To maintain security of cash, ensuring that monies collected are correctly recorded and dealt with according to agreed financial systems and procedures
• To become proficient in use of Salesforce CRM system, Windows 11 and Microsoft Office 365 apps (including Word, Teams, SharePoint) and to undertake any required training and contribute to the development of the systems when required.
• To support non-admin staff to use IT systems, software and hardware (e.g. printers, phones); to trouble-shoot IT issues and liaise with external IT support companies when required
• To undertake audits and spot-checks of GDPR compliance under the direction of the Operations Manager.
• To review and update organisational and service policies, procedures and other documentation as required under direction of managers
• To coordinate maintenance and repairs to buildings and equipment (both planned and unplanned); carry out routine audit/s checks for health & safety and other purposes and maintain relevant records.
• To deal with telephone calls, emails/correspondence and personal callers to the head office handling general enquiries, referrals, signposting, sending out general information, and keeping digital records of interactions according to prevailing procedures. To deal with customer contracts. This will involve liaison with customers and their families/unpaid carers, suppliers and members of the public. To deal with complaints, concerns and suggestions and follow these through appropriately.
• To support and supervise volunteers working in the Business Support team.
• To assist with reporting, monitoring and evaluation as required.
Person specification:
• Excellent administration and organisational skills.
• IT savvy – Proficient on MS Office systems and apps (including Word, Teams, SharePoint) and CRM systems –- Salesforce desirable however training will be provided
• Knowledge of accounting software systems – Dext / Xero desirable
• Excellent communication skills with ability to adapt style of communication
• Numerate
• Possess the ability to multi- task effectively under pressure without compromising on accuracy and attention to detail
• An excellent team player with a pro-active, flexible and solutions focused approach.
• A background working within the Not for profit or charity sector working with vulnerable, older people or adults with special needs would be a distinct advantage
• Lives within an easily commutable distance from Kingston upon Thames
A basic DBS check will be required for this role.
