Job Purpose
The Business Support Officer provides reliable administrative, compliance and operational support across the business. The role maintains essential records and documentation, coordinates compliance activity, and works with colleagues and external specialists to ensure key obligations, deadlines and business processes are managed effectively. The role also provides cross-functional administrative cover during periods of holiday, sickness and other absence to support continuity of key business operations.
Key Responsibilities
Compliance and Legislative Administration
- Monitor relevant UK and EU legislation, regulatory developments and industry requirements, including EUDR, CBAM and Digital Product Passport requirements; identify actions required by the business and keep the Operations Manager and Managing Director informed.
- Attend relevant training sessions, webinars and updates, and maintain a practical record of actions, deadlines and supporting information.
- Complete and maintain supplier compliance declarations and customer compliance documentation accurately and promptly.
- Maintain commodity codes, export descriptions and supporting records within StockTracker and the V Drive, ensuring new parts and product categories are correctly recorded.
- Maintain orderly, accessible compliance documentation and records for internal use, customers, suppliers and auditors.
Health and Safety Coordination
- Liaise with the company's external Health and Safety adviser, sharing information, coordinating agreed actions and maintaining required records.
- Take responsibility for COSHH administration, including maintaining Safety Data Sheets, supporting reviews, and updating related records and risk assessments in consultation with the external adviser and relevant managers.
- Attend the Operations meetings, provide updates on actions within the role and follow up agreed tasks.
- Check the company defibrillator status each quarter, arrange replacement consumables when required, and keep the public defibrillator record/website information up to date.
Quality, Data Protection and Insurance
- Prepare and collate documentation for ISO audits, liaise with the external provider and relevant colleagues, and support follow-up actions to maintain compliance.
- Provide day-to-day GDPR administration, maintaining accurate records and escalating issues or requests appropriately.
- Support the annual insurance renewal process by attending relevant meetings where required, gathering requested information and coordinating agreed follow-up actions and improvements.
Business Support
- Maintain accurate records, paperwork and electronic filing, with strong attention to detail and confidentiality.
- Support the Managing Director and Operations Manager with ad-hoc business projects, research and administration, prioritising tasks appropriately.
- Work constructively with other departments to ensure information, documentation and actions are completed on time.
Holiday and Sickness Cover
As part of the wider business support function, provide cover for key administrative and operational activities during periods of holiday, sickness or other absence.
Logistics and Warehouse Coordination
- Arrange and manage pallet bookings, including obtaining freight quotes from forwarders.
- Check and verify freight invoices for accuracy before processing payments.
- Liaise with suppliers to order products required for the smooth operation of the warehouse.
- Ensure compliance with UK, EU and global regulatory requirements, HMRC guidelines and company policies.
Customer Invoicing & Financial Administration
- Generate and process customer invoices accurately and in a timely manner.
- Verify order details and ensure proper documentation before invoicing.
Knowledge and Skills
- Excellent organisational skills, with the ability to prioritise routine and ad-hoc work independently.
- Strong written and verbal communication skills, with confidence dealing with colleagues, suppliers, customers and external advisers.
- High level of accuracy, numeracy and literacy, with good judgement when handling confidential information.
- Strong IT skills, including Microsoft Office and the ability to learn and maintain information within company systems.
- A proactive, dependable approach and willingness to research unfamiliar requirements and escalate matters appropriately.
Experience and Skills
- Experience in a busy office-based administration, business support or compliance-focused role.
- Experience of maintaining accurate records and managing multiple deadlines.
- Experience of ISO, Health and Safety administration, GDPR, import/export documentation or product compliance would be advantageous.
Pay: £28,000.00-£30,000.00 per year
Benefits:
- Casual dress
- Free parking
- On-site parking
- Referral programme
- Sick pay
Work Location: In person
