What is the overall purpose of the role? At Youth Action Alliance (YAA), our mission is to support the personal and social development (their values, beliefs, ideas and skills) of the young people living in Kensington and Chelsea, enabling them to increase their resilience and skills in the present and promote their ambitions for the future. We are ambitious to grow, to continue supporting more young people and influence positive change. To do this we are looking to appoint a Business Support Officer to provide a range of financial support duties and administer the organisation’s general ledger and finance system. This post will provide high-quality support to the technology and operations of the organisation, to ensure the smooth running of the main site and enable YAA to meet and deliver on its core objectives and obligations. The post holder will provide administrative support to YAA, covering a wide range of tasks and activities including (but not limited to) procurement coordination, travel and logistics, department meetings and off-site activities, diary management, meeting coordination, and minute-taking for our board and meetings for staff, members and stakeholders. General Requirements To support the delivery of Youth Action Alliance To ensure a friendly, professional and informative service to all visitors and stakeholders, ensuring that any enquiries are responded to sensitively and appropriately To maintain a diary and manage all incoming calls and all correspondence To develop good working relationships across all YAA teams and external partners To attend and support meetings including minuting (including evening, weekend and events as/when required) To collate and maintain all documentation relating to the business To act as a point of contact to all Board of trustees, staff, participants and stakeholders To deal with supplier queries in a timely and professional manner and follow up on any rejected or unprocessed payments To manage office maintenance including ordering equipment, stationery and products needed for the day-to-day running of YAA To be the appointed Fire Marshall of YAA and oversee all Fire Safety duties and training To be the appointed First Aid Officer on-site and to ensure all members of staff are First Aid trained To oversee the Health and Safety of YAA and ensure all aspects are attended to in line with the YAA Health and safety Policy and PPE in line with COVID-19 guidance. Maintaining risk assessment and action logs To ensure the main office is kept clean, tidy and presentable To maintain the Memberships master sheet and contracts To create and maintain the security of all sensitive data in accordance with YAA Data Protection Policy including filing system and database of shared drive and in-house hard copies To manage referrals in and out of YAA To closely work with and support the CEO to support in their work duties To add participants, staff and registers of all projects to inhouse software and run reports from the system as/when required To coordinate and deliver inductions to new starters, ensuring all staff are DBS checked and all training certificates are updated as required To liaise with the CEO to ensure all staff, facilitator and contractors' contracts/SLAs are up-to-date To process all organisational income and expenditure and maintain and update all financial documentation accurately To assist and support all staff with the smooth operation of all finance matters To provide accounts against budgets for the Board of Trustee meeting Data analysis, reporting and using the data that we collect to help YAA fulfil its aims and evidence impact This job description cannot cover every task that may arise within the post at various times and the post-holder will be expected to carry out other duties from time to time that are broadly consistent with Person Specification Essential A college equivalent qualification Experience in developing and implementing administrative systems Able to work independently or as part of a team. Good Organisational and administrative skills and experience Database experience – experience in managing and administering databases, or a willingness to learn Excellent time-keeper and manages own time effectively to keep to deadlines Ability to work calmly and efficiently whilst managing complex workloads Attention to detail – being able to provide accurate and up-to-date information is critical. A positive, solution-focussed approach and a can-do attitude towards work Excellent IT skills – including MS Office and particularly Excel Excellent Literacy and Numeracy – You will have excellent communication skills, including writing skills. You will have good attention to detail and will be able to check and proofread for accuracy. You will be confident handling numbers. Have good interpersonal skills and some experience of engaging with a diverse group of people, including young people. Working in a small team with tight resources you will be flexible and enjoy helping out with getting things done. Be passionate about our vision to support children and young people, committed to supporting diversity and inclusion. Desirable Trained in accounting and finance software Qualified or part-qualified in a recognised accounting qualification Experience working in a youth organisation Knowledge of the charity sector Job Types Part-time, Fixed term contract Contract length: 18 months Pay £25,459.20 per year Expected hours 28.8 per week Schedule Monday to Friday Weekend availability Experience Customer service: 1 year (preferred) Administrative experience: 1 year (preferred) Language English (preferred) Licence/Certification Driving Licence (preferred) Work Location In person J-18808-Ljbffr