Job Specifications
Primary Role Purpose
We are seeking a motivated and detail-oriented Business Services Support Administrator to provide efficient, professional, and confidential administrative support across the organisation. This is an excellent opportunity for someone looking to develop a career in administration, particularly within the charity or not-for-profit sector. The postholder will support day-to-day functions across multiple departments, contributing to the effective delivery of our services and the smooth running of our core business operations. The role plays a key part in maintaining accurate records, supporting compliance and governance, and assisting with both internal and external communications, ensuring a high standard of service across the organisation.
Organisational Accountability
As a member of the organisation, the postholder will be jointly responsible with their wider peers in ensuring The Haven Wolverhampton fulfils its objectives and operates effectively and ethically.
The postholder will prioritise the experience and welfare of service users and will fully understand relevant safeguarding policy and procedure in order to best support and protect them from harm.
The postholder will report directly to an appropriate operational manager or coordinator within their business area and will be accountable to them, to their peers and to the organisation's Senior Leadership Team.
The postholder will be prepared to support and cover their operational manager or coordinator as required.
The postholder will be responsible for delivering the operational objectives of their business area under the direction of the line manager.
The postholder will fully understand their responsibilities within the organisation's governance structure and will prioritise compliance.
The postholder will proactively contribute towards an environment which is efficient, productive and supportive.
The postholder will proactively report compliance and delivery concerns identified within the organisation and contribute towards an environment of accountability and continued improvement.
Principle Accountability
Administrative Support
Provide general administrative support across departments, including document preparation, data entry, scheduling meetings, and maintaining digital and paper-based filing systems.
Compliance and Governance
Support compliance activity by conducting dip tests, ensuring accurate documentation, following up on outstanding items, and assisting with audit preparation.
Record Keeping
Maintain and update internal databases and service records to ensure accuracy and accessibility in line with organisational policies.
Communication Management
Monitor and respond to internal and external communications (email, phone, etc.), ensuring timely and professional responses and appropriate escalation.
Project and Meeting Coordination
Support project delivery by coordinating timelines, preparing supporting materials, taking minutes, and tracking progress.
Reporting
Compile and update management reports in Excel, extracting data from multiple systems and ensuring timely distribution to relevant teams.
Recruitment Support
Assist with recruitment admin including job adverts, interview scheduling, onboarding packs, and maintaining employee records in line with HR guidance.
HR Support
Prepare correspondence and documentation as requested by the HR Senior Manager or senior leadership team. Monitor staff compliance with key policies, including sickness absence and annual leave
Training Administration
Track mandatory training compliance, send reminders, and support the Training Lead with scheduling, logs, and issuing certificates.
Confidentiality and Data Protection
Handle sensitive information in line with GDPR and organisational policy, upholding high standards of confidentiality and data security.
Additional Accountability
The postholder may be expected to undertake wider duties outside of the scope of this job description on an ad-hoc basis which are appropriate to the level of the role and experience of the individual.
Shift Work and Flexibility
The postholder may be expected to work shifts, unsociable hours and may be expected to do so on a rota basis. This will be agreed on an individual basis depending upon the requirements of the role, business need and any reasonable adjustments required, and will be captured within the postholder's contract