Business Support Manager

MAIN DUTIES

Ensure with the CEO, SLG and the organisation has sufficient resources such as personnel, material and equipment Ensure that PA and administrative support to the Senior Leadership Team and Board of Trustees is provided Aid the CEO and Clinical Director in producing reports and writing or supporting with other key documents including risk assessments, audits, process maps, policies, procedures, and guidance.

Support the CEO and Leadership Group through ensuring the provision of high quality PA duties and comprehensive administrative services including but not limited to: scheduling meetings, agendas, papers, disseminating reports, arranging hire of venues, taking minutes, and undertaking appropriate actions. Ensure all business activities adhere to legal guidelines and policies Supporting the CEO with developing a comprehensive business budget and perform periodic budget analyses Support recruitment/hiring and on-boarding of new employees, volunteers, self-employed workers Support the CEO with designing business strategies and plans to meet organisational goals Seek ways of improving how the organisation operates Respond to inbound enquiries in a timely manner To be forward thinking and be a part of idea generation and innovations To develop knowledge and ethos of the new service within your team and establish a centre of excellence To promote, manage and develop best practice working routines throughout the team Lead by example to set the standards of conduct and performance in delivering a high level of service and professionalism

Liaise with Finance, HR, and other teams as necessary-review outstanding items and support prompt payment processing. Support budget and finance activity including purchases, credit card reconciliation and responding to ad-hoc finance queries. Check and approve supplier invoices for payment; liaise with suppliers to resolve queries and chase outstanding invoices. Maintain an asset register for laptops/PCs/mobile phones, including allocation tracking and coordination with finance/accounting records.

Act as supplier liaison for IT/telephony/printing, attending review meetings and supporting improvement and replacement planning. Provide first-line IT support for account changes/approvals, equipment faults and onboarding, liaising with external support as required. Coordinate ordering, setup and delivery of IT equipment for new starters and replacement/upgrade cycles in line with budget and business need. Administer telephony users and messaging, including updating answerphone/closure messages (e.g., holiday periods) in line with business need.

Provide system administration and user support for the RIO electronic patient record system, including account setup, permissions and password resets. Liaise with the electronic Patient Record (EPR) supplier/account manager and attend internal meetings to review change requests, data issues and service improvements.

Coordinate room bookings and event logistics (internal and external venues), including invoicing, liaison external teams, printing, refreshments, communications, technology and risk assessment needs. Provide assistance as required to the Policy and Governance Lead in the delivery of high quality support to the Chair of Trustees and Board of Trustees, including but not limited to: scheduling meetings, agendas, papers, disseminating reports, arranging venues, and taking minutes at the Board of Trustees Meetings, Finance and Safeguarding Committee meetings, and undertaking appropriate actions.

Oversee the DBS checking process for staff, consultants, trustees and volunteers, including , complex application support, liaison with DBS/provider portal and approval of DBS invoices. Maintain accurate DBS records and tracking (e.g., spreadsheet log) and ensure timely renewals/updates.

Support organisational health and safety activity, including coordinating routine checks, training, logging issues and progressing actions with contractors/providers. Liaise with external health and safety advisers to coordinate annual fire and general risk assessments and associated actions such as fire drills. To be responsible for the day-to-day management of Ethelbert Road (and any other additional buildings ensuring that any health and safety concerns are addressed).

Act as Data Protection Officer, managing the DPO mailbox and coordinating responses in line with UK GDPR. Manage Subject Access Requests, maintaining a log, preparing documents and ensuring accurate, timely disclosures in accordance with policy and statutory timescales. Manage data breach reporting and escalation, including liaison with the ICO where required. Ensure compliance with data protection and GDPR requirements

To manage work allocation within the service adhering to the established protocols. To manage staff within the service, allocating work in line with…