Salary
£30,000–£35,000 FTE, depending on experience and qualifications
Hours
35 hours per week. Part-time considered.
Location
181 Townsend Lane, Liverpool
Reports to
Pam Constance, Director of Positive Futures
Works closely with
CEO, Senior Leadership Team, Management team and Trustees
Responsible for
Office administration, governance administration, facilities coordination, facility hire, room bookings, co-located service administration, HR administration support, policy register oversight, compliance administration and learning and development coordination.
Role Purpose
The Business Administration Lead will play a key role in ensuring Positive Futures runs safely, smoothly and professionally
This role will oversee core administrative systems, office management, governance support, compliance records, HR administration, facility hire, room bookings, learning and development administration and practical operational coordination. The postholder will work closely with the CEO, Senior Leadership Team, Director of Positive Futures and trustees, providing trusted administrative, governance and operational support across the organisation.
They will act as a central point of coordination for managers, colleagues, trustees, visitors, partners and external services, helping to create a well-run, welcoming and compliant workplace.
Key Relationships
· CEO
· Director of Positive Futures
· Senior Leadership Team
· Trustees and committee members
· Managers across Positive Futures and Positive Futures Homes
· Co-located services and partner Organisations
· External partners, contractors and suppliers
· Commissioners, funders and professional advisors where required
· External HR, legal, governance, training and compliance advisors where required
Key Responsibilities
1. Office, Facilities and Building Coordination
Lead on the day-to-day running of the office, shared workspaces and building facilities, ensuring they are safe, organized, welcoming and well managed.
· Managing office supplies, stationery, equipment and general stock control.
· Ensuring meeting rooms, shared spaces and youth centre spaces are prepared, tidy and reset after use.
· Coordinating internal room bookings, external facility hires and partner use of the building.
· Maintaining an accurate room booking calendar and ensuring space is used fairly and effectively.
· Acting as a key contact for facilities issues, repairs, maintenance and contractors.
· Supporting managers with practical office needs, including printing, supplies and workspace arrangements.
· Ensuring new starters have the equipment, IT, email, login and workspace they need.
· Supporting the smooth running of events, workshops, training sessions and stakeholder meetings.
· Ensuring building users understand and follow agreed expectations for use of shared spaces.
2. Facility Hire, Room Bookings and Co-Located Services
Coordinate facility hire, room bookings and co-located partner services, helping Positive Futures make best use of its shared spaces.
· Managing the facility hire and room booking process, including enquiries, availability, booking confirmations and access arrangements.
· Maintaining clear records of room bookings, partner use, facility hire income and agreed terms of use.
· Coordinating co-located services and regular partner use of the building.
· Supporting the development, administration and monitoring of Service Level Agreements, licences, room hire agreements and partner arrangements.
· Ensuring partners and building users provide required documentation, including public liability insurance, safeguarding policies, health and safety information and data-sharing agreements where required.
· Ensuring partners understand expectations around room set-up, reset, cleanliness, security, confidentiality and appropriate use of shared spaces.
· Acting as the first point of contact for practical issues
· Escalating any concerns around partner conduct, safeguarding, building use, compliance or health and safety to the relevant manager.
· Supporting the collection of usage data and monitoring information linked to facility hire, co-located services and partner activity.
· Helping to ensure the building is used in a way that supports Positive Futures’ mission, values and work with children and families.
3. Governance, Policy and Compliance Administration
Provide high-quality administrative support for governance, policy and compliance processes.
· Coordinating board and committee meetings, including diary planning, papers, agendas and logistics.
· Compiling and circulating governance papers in line with agreed timescales.
· Taking clear, accurate and professional minutes for board, committee and statutory meetings.
· Maintaining action logs and following up on agreed actions.
· Maintaining accurate governance records, trustee information and key organisational documents.
· Supporting trustee onboarding and offboarding administration, including keeping trustee records up to date.
· Supporting Companies House and Charity Commission administration, including registering new trustees/directors and removing trustees/directors when they leave.
· Maintaining the organisational policy register, including review dates, responsible leads and approval routes.
· Tracking when policies, procedures and key documents are due for review.
· Coordinating policy updates with relevant managers and ensuring approved versions are stored and shared appropriately.
· Supporting preparation for inspections, audits, governance reviews and due diligence requests.
· Ensuring confidential documents are stored safely and appropriately.
4. Compliance Registers, Complaints and Organisational Records
Maintain oversight of key organisational registers, compliance records and central records, ensuring the organisation remains well organised, inspection-ready and compliant.
· Maintaining compliance registers, including health and safety checks, training records, insurance documents, contracts, SLAs, licences and key organisational records.
· Ensuring compliance actions are logged, followed up and escalated where needed.
· Maintaining accurate records of complaints, compliments and feedback.
· Supporting the administration of the complaints process, including tracking timescales, responses and outcomes.
· Ensuring complaints and feedback are shared with the appropriate manager and recorded in line with organisational policy.
· Keeping central records organised, accessible and secure.
· Supporting the organisation to remain ready for internal reviews, funder checks, safeguarding audits and external inspections.
· Identifying gaps in records, systems or compliance processes and escalating these appropriately.
5. Diary and Executive Administration
Provide effective administrative and diary support to the Director, CEO and wider leadership team.
· Managing complex diaries and helping to prioritise meetings.
· Scheduling internal and external meetings with colleagues, partners, commissioners, funders and trustees.
· Preparing meeting packs, agendas and supporting documents.
· Arranging travel, accommodation and logistics where required.
· Supporting senior leaders with correspondence, administration and follow-up actions.
· Helping to ensure deadlines, reporting dates and key organisational commitments are tracked and met.
6. Health and Safety Administration
Support the organisation to maintain a safe working environment through good administration and compliance tracking.
· Maintaining health and safety records, logs and inspection documents.
· Supporting regular workplace checks, including fire safety, first aid and general office safety.
· Coordinating risk assessments for workspaces, meetings and events.
· Ensuring accident books and incident records are maintained appropriately.
· Liaising with suppliers and contractors for PAT testing, fire alarm checks, equipment servicing and other compliance requirements.
· Supporting managers to keep health and safety actions up to date.
· Escalating any risks, repairs or concerns promptly to the relevant manager.
7. HR and Recruitment Administration
Provide accurate, confidential and well-organised administration support across recruitment, onboarding, employee records and core HR processes.
· Supporting the recruitment process, including job adverts, interview arrangements and candidate communication.
· Coordinating safer recruitment checks, including references, right-to-work checks and DBS checks.
· Preparing offer letters, contracts and onboarding documentation.
· Coordinating induction schedules for new employees.
· Ensuring new starters are set up with relevant IT, systems, equipment, ID badges, training and workplace access.
· Maintaining accurate employee records on HR systems.
· Supporting managers with probation review reminders, supervision records, training records and key HR dates.
· Maintaining oversight of mandatory training records and escalating gaps to managers.
· Supporting absence, leave and sickness administration where required.
· Ensuring confidential HR information is handled safely and professionally.
· Supporting staff training administration, including bookings, attendance records and certificates.
· Liaising with the People/HR Lead or external HR advisor where required.
8. Learning, Development and Workforce Development Coordination
Coordinate learning, development and workforce development administration across Positive Futures and Positive Futures Homes, ensuring training is well organised, recorded and followed up.
· Maintaining oversight of the group training matrix, including mandatory training, role-specific training and refresher dates.
· Coordinating training bookings, attendance records, certificates and evaluation forms.
· Supporting managers to identify training gaps and escalate overdue or missing training.
· Liaising with internal leads, external trainers and training providers to arrange learning and development opportunities.
· Supporting the planning and administration of workforce development activity across the group.
· Maintaining accurate records of qualifications, CPD, supervision-related learning actions and development plans where required.
· Supporting onboarding and induction training for new starters.
· Coordinating training logistics, including rooms, resources, attendance lists, refreshments and joining instructions.
· Supporting the administration of apprenticeships, qualifications and professional development pathways where required.
· Preparing basic reports on training completion, gaps and workforce development activity for managers, SLT or committees.
· Helping to ensure learning and development records support safer recruitment, safeguarding, quality assurance and inspection readiness.
9. Systems and Records Management
Ensure organisational systems and records are accurate, accessible and well maintained.
· Maintaining shared drives, filing systems and key administration folders.
· Supporting effective use of Microsoft Office 365, HR systems and other organisational platforms.
· Helping colleagues to follow agreed administrative processes.
· Identifying opportunities to improve systems, processes and ways of working.
· Supporting data protection compliance through safe handling and storage of information.
Person Specification
Essential Experience
· Experience in office administration, business support, governance administration or operations support.
· Experience of managing diaries, meetings, minutes and action logs.
· Experience of maintaining accurate records and administrative systems.
· Experience of handling confidential information.
· Experience of supporting recruitment, onboarding or HR administration.
· Experience of working in a busy environment with competing priorities.
· Experience of coordinating room bookings, facilities administration or shared workspace arrangements.
· Experience of maintaining compliance records, registers or tracking systems.
· Experience coordinating training, learning and development administration or workforce development activity.
Desirable Experience
· Experience working in a charity, youth, education, social care or public sector environment.
· Experience supporting boards, committees or governance meetings.
· Experience using HR systems such as Bright HR or similar.
· Experience supporting health and safety administration.
· Experience supporting audits, inspections or compliance processes.
· Experience of safer recruitment processes.
· Experience coordinating facility hire, SLAs, licences or partner agreements.
· Experience maintaining policy registers or organisational compliance trackers.
· Experience supporting Companies House, Charity Commission or other regulatory administration.
· Experience maintaining a training matrix or supporting workforce development across multiple teams or services.
Skills and Knowledge
· Excellent organisation and attention to detail.
· Strong written communication skills, including minute taking and professional correspondence.
· Confident use of Microsoft Office 365, including Outlook, Word, Excel, Teams and SharePoint.
· Ability to manage competing priorities and meet deadlines.
· Ability to work independently and use initiative.
· Strong interpersonal skills and a helpful, professional approach.
· Discretion and sound judgement when handling sensitive information.
· Confidence working with senior leaders, managers, trustees, team members, visitors and external partners.
· A practical, calm and solution-focused approach.
· Understanding of confidentiality, safeguarding and data protection responsibilities.
· Ability to maintain accurate systems, registers and records.
· Confidence following up actions and escalating risks or gaps appropriately.
· Understanding of the importance of accurate trustee, director and regulatory records.
· Ability to coordinate learning and development activity across different teams and services.
Qualifications
Essential
· Good standard of education, including English and Math’s.
· Strong IT skills, particularly Microsoft Office 365.
· Willingness to complete relevant training, including safeguarding, data protection and health and safety.
Desirable
· CMI Level 5 in Management and Leadership, or willingness to work towards.
· CIPD Level 3 or Level 5, or equivalent HR/recruitment administration experience.
· Administration, business support, governance, HR or operations qualification.
· Health and safety training.
· Minute-taking training.
· Safeguarding training.
· First aid training.
· Learning and development, training coordination or workforce development qualification.
Personal Qualities
· Highly organised and reliable.
· Warm, professional and approachable.
· Proactive and able to spot what needs doing.
· Calm under pressure.
· Confident following up actions and keeping people on track.
· Able to work with discretion and maintain confidentiality.
· Comfortable working with trustees, senior leaders, managers, colleagues and external partners.
· Committed to creating safe, welcoming and well-run working environments.
· Able to work as part of a team and support colleagues across different services.
· Values-led and committed to improving outcomes for children, young people and families.
Safeguarding
Positive Futures is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. The successful candidate will be expected to share this commitment and will be subject to safer recruitment checks, including references and an enhanced DBS check where appropriate.
Equality, Diversity and Inclusion
Positive Futures is committed to creating an inclusive working environment where everyone feels valued, respected and able to contribute. We welcome applications from people with a range of backgrounds, experiences and perspectives.
Pay: £30,000.00-£35,000.00 per year
Benefits:
- Company events
- Company pension
- Employee discount
- Free parking
- Health & wellbeing programme
- On-site parking
- Private medical insurance
Work Location: In person
