Role Purpose
The Business Administrator plays a key role in ensuring Equipped4Life operates efficiently, professionally and compliantly across all areas of the organisation.
Working closely with the Business Process Manager and the Senior Leadership Team, the post holder will provide high-quality administrative, HR, recruitment, compliance and business support whilst actively identifying opportunities to improve systems, processes and service delivery.
The Business Administrator will take ownership of allocated responsibilities, use initiative to solve problems, identify gaps before they become issues and ensure administrative systems are accurate, organised and effective.
The role also supports the organisation's marketing and growth through maintaining E4L's social media presence and promoting the organisation professionally.
We are looking for a highly organised, proactive and detail-oriented individual who can manage multiple priorities, maintain confidentiality and support high-quality services for young people.
This is a hybrid role which includes working from home but requires on site working a minimum one day a week and ad-hoc Saturdays for staff training events as required.
Main Duties & Responsibilities
Business Administration
- Provide comprehensive administrative support to the Senior Leadership Team.
- Develop, maintain and improve office procedures and administrative processes and recommend improvements where efficiencies can be achieved.
- Ensure documents, records and databases remain accurate, up-to-date and compliant.
- Monitor administrative processes
- Identify gaps, inconsistencies or risks within business processes and proactively suggest solutions.
- Take ownership of allocated projects through to completion.
- Organise Team events and Training
Recruitment & HR Administration
- Coordinate recruitment campaigns.
- Prepare and advertise vacancies.
- Conducting pre-interviews using various reliable recruiting and selection tools/methods tofilter candidates.
- Arrange interviews.
- Carry out recruitment administration.
- Support safer recruitment processes.
- Process references, DBS checks and Right to Work documentation.
- Ensure required employment documentation is in place.
- Support induction and onboarding of new staff
- Assist with training administration and ensure training records are kept and updated
- Monitor mandatory training compliance.
- Maintain confidential HR records.
- Monitor staff lateness and attendance records
- Keeping up to date records of recruitment outcomes
- Assist with the team rota
Compliance Administration
Support compliance across all business activities including:
- Health & Safety
- HR Compliance
- Safer Recruitment
- Ofsted requirements
- Data Protection (GDPR)
- Employee records
- Supervision records
- Training records
- Property compliance
- Maintenance schedules
- Policies and procedures
Responsibilities include:
- Monitoring expiry dates of compliance documentation
- Chasing outstanding documentation.
- Maintaining compliance trackers.
- Escalating compliance risks promptly.
- Check H&S checks are completed
- Maintain asset logs
- Monitor and ensure appropriate stationery, house supplies and petty cash levels are stocked
Payroll Support
- Verify staff timesheets and working hours
Placement Liaison
- Developing and maintaining business relationships with Local Authorities and Social Workers in order to gain referrals of Young People
- Maintaining and updating relevant contacts
- Communicating with LA’s regarding vacancies
- Update referral databases.
- Support placement enquiries.
Social Media & Marketing
- Maintain Equipped4Life's social media platforms.
- Create engaging and professional social media content, showcasing positive achievements and events.
- Promote recruitment campaigns.
- Support business marketing initiatives.
- Ensure all content complies with safeguarding, confidentiality and GDPR requirements.
- Monitor engagement and suggest improvements to increase visibility and recruitment.
- Monitor social media enquiries and escalate concerns appropriately
- Maintain a professional and positive online presence that reflects E4L values
Continuous Improvement
The Business Administrator will actively seek opportunities to improve the organisation by:
- Identifying recurring issues.
- Reviewing administrative processes.
- Suggesting more efficient ways of working.
- Improving document quality and consistency.
- Identifying gaps in compliance before they become issues.
- Supporting new business initiatives.
- Looking ahead rather than waiting for instructions.
General Responsibilities
- Attend meetings and take minutes where required.
- Attend supervision, appraisal meetings and training as required.
- Maintain confidentiality.
- Work professionally with colleagues and external agencies.
- Represent Equipped4Life positively.
- Prioritise workload effectively and meet agreed deadlines.
- Undertake any other duties appropriate to the role.
- Work onsite when required
- Undertake other duties as required by management, and commensurate with the post.
Business Administrator - Person Specification
Essential - Experience
- General Administration experience and record keeping
- Social media management experience.
- Microsoft Office (Word, Excel, Outlook and Teams).
- Experience maintaining accurate databases.
- Knowledge of GDPR and confidentiality.
- Health & Safety awareness.
- Understanding of Compliance.
- Excellent organisational skills.
- Outstanding attention to detail.
- Strong written and verbal communication.
- Excellent time management.
- Ability to prioritise competing tasks.
- Strong IT skills including the use of AI as an aide
- Accurate data entry.
- Report writing.
- Problem solving.
- Ability to work independently.
- Ability to work under pressure.
- Ability to use initiative.
Desirable
- HR administration experience.
- Recruitment administration experience
- Experience within children's residential care or supported accommodation.
- Knowledge of Ofsted regulations.
- Canva or similar design software.
- Experience of compliance management systems.
- Marketing or communications experience
- Recruitment experience
ADDITIONAL
SALARY: £32,760 (pro-rata, dependent on hours)
LOCATION: Working From Home/ Onsite Southend-On-Sea
REPORTING TO: Business Process Manager
HOURS: Hybrid Working from Home/Onsite
- Monday/Tuesday/Friday - 10am - 4:30pm (WFH)
- Thursday - 10am - 6pm (Office Day)
- Adhoc Saturday's from Staff training
BENEFITS
Smart/Casual dress
Flexible schedule (part time)
On-site parking (limited)
Blue Light Discount Card
Paid Breaks
Pay: £15.75 per hour
Expected hours: 27.5 per week
Benefits:
- Casual dress
- Free parking
- On-site parking
- Referral programme
- Store discount
- Work from home
Ability to commute/relocate:
- Southend-on-Sea, Essex: reliably commute or plan to relocate before starting work (preferred)
Experience:
- Administrative: 1 year (preferred)
- Social media management: 1 year (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: Hybrid remote in Southend-on-Sea
