Business Support Manager (Maternity cover)

Job Title

Business Support Manager (Maternity Cover)

Job Reports To

 Assistant Director of Operations

Business Unit/ Department

 Administrative/Operations

Dimensions of Role

Full time – 35 hours per week (Office based with the option of working from home on Fridays)/ Fixed Term 12-month maternity cover

Working Relationships

·       With the Executive & Administrative team

·       With the Chair and Board of Trustees

·       With those we support, within the Rank network

Purpose Statement

The postholder will be a key member of the central administration team of the Rank Foundation. 

Key Accountabilities

Secretariat support to governance committees:

-          Drafting agendas, production and dissemination of papers for Committees and Board meetings to trustees

-          Attendance to governance meetings, minute taking, and following up on actions

-          Organising RFL annual governance schedule of meetings

-          Liaising and acting as point of contact for trustees

-          Arranging meetings for Execs and Trustees

-          Drafting and issuing comms as needed by the Chair, Trustees and Execs

-          Maintaining governance records and register of trustees’ interests up-to date

-          Assisting with audit queries as and when required

-          Managing the periodic review of Committees’ Terms of References

-          Planning induction programme of new trustees

-          Undertaking regular reviews of policies, staff handbook, trustee hanbook and ensuring currency and developing new ones as required

-          Supporting with implementation of  EDI strategy and the Foundation’s vision

-          Occasional out of office hours meeting attendance as/ when required

HR

-          Facilitating recruitment activities including posting and monitoring job ads, shortlisting of candidates, recommending list for interview and liaising with candidates

-          Onboarding of resources: references, right to work checks, drafting of contracts and offer letters, planning of induction programme, sourcing of IT kit/required equipment, arranging IT induction

-          Offboarding of resources: ensuring resources are removed access to SharePoint, emails and laptop wiped. Monitoring of dormant inboxes.

-          Management and administration of Breathe (HR Platform)

This job description is not necessarily an exhaustive list of tasks but is intended to reflect a range of duties the post-holder will perform.

Skills, Knowledge & Expertise

Knowledge Qualifications & Experience

·       Previous experience in an executive support role and working with Board of Trustees

·       Previous experience of minute taking

·       Previous experience of HR support

·       Proficiency in Microsoft packages (essential)

·       Understanding of the charitable and philanthropic sector (desirable)

Skills/ Abilities

·       A positive team member

·       Excellent organisational skills and attention to detail

·       Willingness to help colleagues, ‘can-do’ approach

·       Adaptable, flexible, and willing to learn/develop skills

·       Ability to manage multiple tasks, work to deadlines and prioritise effectively

·       Excellent communication skills by phone and email, experience of engaging with stakeholders at all levels

·       Ability to organise events and ensuring arrangements are communicated to all stakeholders

·       Ability to handle sensitive information and discretion

Confidentiality

·       Paramount that the postholder works in a highly confidential way