Voluntary Action Scotland
Business Support Officer
Job description and Person Specification
Job Title: Business Support Officer
Location: Central Glasgow
Salary: c. £23,000 - £25,000
Line manager: CEO
Reports: None
Main purpose: To develop and maintain internal operations and office systems, such as data management, finance, HR and compliance processing. To provide operational support for all VAS events, including the national conference. To provide support to the CEO, VAS Board and team to deliver the organisation’s delivery plan. To provide a wide range of support to the organisation, its membership and stakeholders.
Main duties and responsibilities:
1. Internal Operations
1.1 Supporting the Chief Executive in delivering and monitoring and reporting internal operations, such as HR and people management, finance, quality, data and digital capacity, communications.
1.2 Maintaining and improving policies and procedures.
1.3 Developing and maintaining high quality office systems and processes to ensure effective delivery and efficient team coordination.
1.4 Exporting reports from database systems to update management as required.
1.5 Monitoring contracts, supplier agreements and building services.
1.6 Reporting to the Corporate Policy Group on the above.
1.7 Supporting the management and recording of risk and learning.
2. Bookkeeping
2.1 Bookkeeping to trial balance stage.
2.2 Banking arrangements, including online payments & reconciliations.
2.3 Processing invoices and making payments.
2.4 Preparation of payroll and pensions monthly.
2.5 Cash flow forecasting.
2.6 Preparation of monthly, quarterly and annual financial reports.
3. Event Planning
3.1 Providing events planning and coordination to VAS team.
3.2 Working with the Development Manager to plan and deliver the annual TSI Network National Conference.
3.3 Negotiating and liaising with events venues and arranging facilities.
3.4 Managing enquiries, bookings, payments and administration including reports associated with all events.
3.5 Communicating information about events to the network clearly and timely.
3.6 Maintaining and improving event planning tools including progress charts, logs and electronic bookings.
4. Team Support
4.1 Diary management, prioritisation and arrangements for the VAS team.
4.2 Developing and managing good communications with a range of stakeholders.
4.3 Management of communication to the CEO and redirection as appropriate.
4.4 Processing expenses and travel arrangements.
4.5 Arranging paperwork, schedules and travel plans for the VAS team.
4.6 Assisting CEO with filing, correspondence, and report and presentation preparation.
5. Board support
5.1 Arranging board meetings, standing committee meetings and the Annual General Meeting
5.2 Providing administrative support including agendas; taking, preparing and distributing minutes for meetings of Board, standing and sub-committees and the Annual General Meeting as required.
5.3 Managing and supporting follow up actions for all meetings as required.
5.4 Communication and support to the Convenor as chair of the board.
5.5 Making other arrangements for board, standing and sub-committee members including travel, accommodation and expenses.
5.6 Administration of Board and Standing Committee nominations and elections.
6. Network support
6.1 Being first point of contact for TSI members.
6.2 Administration of membership processes.
6.3 Oversee administration of Saltire Awards certificates.
7. Administration and compliance support
7.1 Assisting with the editing and production of reports.
7.2 Retaining accurate HR records and processing leave and sickness requirements.
7.3 Scheduling and fulfilling compliance matters including OSCR returns, health and safety and other reports as required.
7.4 Financial administration including grants, processing invoices, expense claims and uploading banking payments.
7.5 Supporting the finance support contractor as required.
7.6 Providing a friendly and helpful first point of contact service for the organisation.
7.7 Other tasks as required.
Special working conditions
As duties and responsibilities change, the job description will be reviewed and amended in consultation with the post holder.
The post holder will be expected to carry out any other duties as defined within the broad scope and purpose of the job as requested by the CEO.
The post holder will be expected to attend the VAS annual conference which may involve one or more overnight stays. Some travel within Scotland may be required to support meetings and events outwith Glasgow.
Person specification
1. Knowledge including necessary qualifications:
Essential
1.1 Higher Grade English and Maths (A-C) or equivalent.
1.2 Regular use of Sage and Excel for bookkeeping purposes.
1.3 MS software, or similar, qualifications or equivalent knowledge.
Desirable
1.4 Event planning or administration qualifications.
1.5 Financial administration / bookkeeping qualifications.
1.6 HR administration / processing qualifications.
1.7 Knowledge of office systems, such as customer relationship management systems.
2. Experience
Essential
2.1 Event planning, organisation and delivery support, including for large-scale complex events such as conferences.
2.2 MS Office software including Excel, Outlook, Word and PowerPoint.
2.3 Experience of working in an admin capacity to support a small team, including travel and accommodation, processing expense claims, supplier liaison, general office and HR administration.
2.4 Bookkeeping administration including financial systems, issuing invoices and uploading online banking payments.
2.5 Experience of supporting board level meetings with agendas, minutes, report compilation and administration.
2.6 Operating digital organisational tools such as Sharepoint, CRM, online event booking systems, or similar.
Desirable
2.7 Experience of handling calls and enquiries in a membership organisation.
2.8 Volunteer management.
3. Skills, abilities and aptitude
Essential
3.1 Highly organised and methodical approach to work.
3.2 Ability to multi-task and manage time effectively to meet deadlines.
3.3 Ability to exercise discretion and work with confidential information.
3.4 A strong focus on quality and attention to detail.
3.5 Excellent customer service focus.
3.6 Excellent written and numerical skills.
3.7 Ability to work supportively in a small team with an external focus.
3.8 Self-organising and self-reliant.
3.9 A flexible ‘can-do’ approach to working life.
Desirable
3.10 Negotiation and resolution skills.
3.11 Ability to manage challenging customers.
Summary terms and conditions of employment:
Salary: c. £23,000 - £25,000
Contract term: This is offered initially for one year, with a likelihood of extension to a permanent position.
Working week: Full-time position. 9am – 5.30 pm with 1 hour unpaid for lunch (37.5 hrs per week). Some flexibility will be required including extra-time, occasional evening and weekend working, and two overnight stays at the annual conference.
Annual leave: 25 days annual leave plus 9 public holidays.
Place of Work: Central Glasgow. Some travel may be required.
Pension: VAS will contribute 6% of salary to a recognised personal pension scheme of your choice, or to our NEST pension scheme by default.
Probation period: The post is subject to a 6 month probationary period. Following successful completion of the probationary period the notice period will be 1 month.
Sick pay: Statutory sick pay is available for the first year of employment after which organisational sick pay of 6 weeks full pay and 6 weeks half-pay is available subject to certain conditions clarified in the full terms and conditions provided upon joining the organisation.