Charlie House is a locally based children’s charity which engages in activities and projects to support children with life-limiting and life-threatening conditions, and their families, in North-east Scotland.
We have an exciting opportunity within our team for a Business Support Co-ordinator, reporting to the CEO.
This post will provide essential administrative, facilities, HR, payroll, health & safety and fundraising support within the charity.
We are looking for someone who a confident self starter with administrative experience, and is a passionate and enthusiastic people person. If you feel that you can help us to deliver our goals, we look forward to receiving your application.
Position
Business Support Co-ordinator
Type
Part-Time
Hours
15 hours per week (days/hours flexible)
Salary
£10,800 per annum
Location
Charlie House HQ, Aberdeen
Reports to
CEO
Main Duties
· Perform general office tasks including co-ordinating reception rota, processing incoming and outgoing mail, managing enquiries and managing relationships with external service providers
· Maintain accurate inventory of office and IT equipment & licence agreements and key cards
· Schedule and oversee office maintenance tasks
· Respond to maintenance emergencies, including issues related to electrical systems, heating, fire and intruder alarms and door entry system
· Manage office equipment supply needs, including furniture, IT, kitchen appliances, office equipment and general stationery
· Conduct regular housekeeping inspections and oversee the delivery of cleaning services
· Review existing office procedures and provide recommendations for development and improvements
· Document office processes and maintain up-to-date maintenance records
· Assist line manager in implementing and maintaining Health & Safety procedures ensuring compliance with relevant legislation
· Prepare for and assist with emergency building evacuation
· Carry out routine Health & Safety checks including weekly fire alarm testing and monthly water inspections.
· Promote a safe working environment by updating signage and supporting in ensuring staff awareness of safety requirements.
Co-ordination of office volunteers ensuring tasks are assigned appropriately
- Provide comprehensive HR administrative support
- Act as a liaison between management and outsourced provider to address HR tasks
· Maintain and update employee records in personnel files and HR system.
· Assist with ongoing HR projects and continuous improvement initiatives
Support recruitment activities including arranging interviews, liaising with hiring managers and issuing correspondence to candidates.
· Coordinate onboarding and offboarding processes, ensuring all documentation is completed accurately.
· Monitor, record and follow up employee absences
· Monitor, schedule and coordinate training requirements
· Administer PVG Checks where required
· Respond to HR-related queries in a timely and professional manner, monitoring and managing the HR inbox to ensure all enquiries are actioned appropriately.
- Collate payroll inputs reports from BrightHR including sickness, new starters, leavers, salary changes.
· Ensure accurate administrative recording to track merchandise movements
· Maintain secure, organised merchandise storage ensuring adequate stock levels and support in regular stock audits.
- Provide administrative support for fundraising activities and events including donor thank you letters and supporter communications
· Prepare merchandise boxes for events, ensuring correct paperwork accompanies all items
- Attend fundraising activities and events as required to provide support
- Accurately input and update information within the CRM system, including Gift Processing and Volunteering hours
· Ensure that up to date, accurate records of volunteers and associated volunteering activities across the Charity are recorded.
· Ensure record keeping complies with GDPR legislation and safeguarding best practice.
· Maintain and manage positive volunteer relationships
· Work with the wider team to establish volunteering needs across the charity and support engaging volunteers to support those needs.
· Carry out volunteer recruitment campaigns and interview subsequent applicants
This list is not exhaustive and other duties will be required to be undertaken from time to time to ensure the effective delivery of responsibilities associated with the post
Key external contacts
You will develop strong links with:
Recruitment agents, professional bodies for employment advice and advocacy
Key internal contacts
You will work closely will all departments
Financial dimension
You will be responsible for supporting in the preparation of the annual budgets
Other considerations
Ensure regulatory compliance – with internal policy and procedure alongside external requirements e.g. HR, payroll, health and safety, fundraising standards, GDPR, practices and policies.
You may be required to occasionally work out with normal office hours to attend meetings or events. You may also be required to travel throughout the North-east although expenses are covered and time off in lieu is given where possible.
Promotion of Charlie House is an integral part of the role, and as such, you may be required to feature in our magazine, articles, website and social media.
Holiday entitlement
31 days annually plus 4 public holidays pro rata and a day off for your birthday
Personal Specification
Essential experience
Administrative experience
Desirable Experience
· Experience in facilities co-ordination
· Understanding of Health & Safety regulations and compliance
· Previous experience using databases - sound knowledge of IT packages including word, excel and powerpoint
Essential skills & abilities
· Strong ability to organisational and multi-task
· Confident communicator with good problem-solving skills
· Excellent collaborative and team working skills
· Ability to manage service providers and foster positive working relationships
· Ability to manage stock processes and documentation with accuracy
Ability to work under pressure
Desirable Qualifications
· Full UK Driving Licence
For informal enquiries please contact Natasha Paterson, HR Business Partner - [email protected]
Pay: £10,800.00 per year
Work Location: In person
