Job Description

Business Administrator - This role will be subject to a suitable DBS check, 2 satisfactory references and the right to work in the UK.

Overview

Working within the values of the Institute of Our Lady of Mercy, ensuring the effective delivery and smooth running of business functions including: administrative duties, reception, IT & Digital support, Health and Safety, fleet management, finance support, and other business services.

HOURS

35 hpw office based.

Based at the head office in Yeadon (Must be able to work 09:00-17:00 Monday to Friday)

Main purpose of the role

Administration & Reception

Acting as first point of contact via telephone and greeting visitors, ensuring all are warmly welcomed and offered appropriate hospitality.

Dealing with queries on the phone and by email

Scheduling meetings/Video calls

Arranging travel and accommodation for Trustees and Managers

Arranging post and deliveries

Producing high quality minutes at meetings

Preparing letters, communications, liturgy booklets and reports and other documents as required

Updating computer records to ensure records remain up to date (Health and Safety/Training/Asset registers)

Printing and photocopying

Ordering office supplies

Liaising with suppliers and contractors to ensure office supplies are replenished and reviewing office equipment contracts ensuring best value for money.

Making administrative arrangements and producing documents for events/conferences/workshops/training materials

Undertaking administrative projects for Trustees, CEO, Business & Compliance Manager.

Taking the lead in reporting faults to ensure equipment is serviceable and meets the needs of the Institute.

Maintaining office and building security including shared responsibility for opening/locking up premises.

IT/Digital telecoms

Working alongside IT /telecoms service providers, be the 1st point of contact to users to provide IT support and escalate more complex issues.

Proactively provide training and support to IT service users through the guidance of the Business & Compliance Manger.

Support the Business & Compliance Manager in the delivery of IT projects through their full life cycle.

Be fully conversant with business continuity procedures and disaster recovery.

Ensure that Information security risks/breaches are reviewed and escalated when required.

Involvement in the organisational website and social media.

GDPR Compliance

Support the Business & Compliance Manager to ensure GDPR compliance.

Act as administrator for the online training portal and keeping it updated.

Ensure staff training is completed in a timely manner.

Be fully conversant to coordinate responses to GDPR data breaches /Subject Access Requests and other data protection matters.

Finance

Carry out day to day financial administration, maintaining financial records and actioning transactions.

Supporting fee invoicing including debt management for care homes and school and associated processes.

Checking invoices as appropriate and preparing for payment.

Preparing donations and maintaining records.

Gathering signatures for financial authorisations as appropriate in liaison with Head of Finance and Trustees.

Assisting with assembling monthly income and expenditure accounts for Central Fund and other accounts as required.

Accounting for the petty cash.

Health and Safety

Support the compliance of all Health and Safety matters within Head office under the guidance of the Business & Compliance Manager.

Work with Health and Safety advisors /consultants to ensure all control measures are in place for a safe working environment to Yeadon Staff.

Arrange health and safety training for staff as required and ensure training records are maintained.

Supervise the visits of maintenance people and contractors.

Research external contractors and collate quotes for approval.

Complete and maintain risk assessments for Head Office with the support of the H&S Consultant.

Conduct weekly testing of the fire alarm and roll calls, which are recorded. Complete First Aid and Fire Marshall training every 3 years.

Fleet Management

Coordinate the day-to-day co-ordination of the Institute's fleet of vehicles, liaising with the fleet car provider, acting as a key contact for arrangements and maintaining records.

Contact drivers when vehicles are due MOT, servicing and taxing and arrange as required.

Manage parking fines and payments.

Ensuring accurate data is recorded on electronic systems/databases and kept up to date.

Our Benefits:

30 days annual holiday including Bank Holidays Supportive working environment & good work/life balance culture Support with continuous professional development Pension Scheme Institute Sick Pay Scheme (after qualifying service) 24/7 Employee Assistance Programme
We warmly welcome applicants regardless of faith, background or belief who are supportive of our values. Please visit www.ourladyofmercy.org.uk to find out more about us.

A discounted private health care package A rewards package that includes the option of a cycle to work scheme and a host of retail benefits that suit your needs Free car parking
Job Types: Full-time, Permanent

Pay: 32,655.12 per year

Benefits:

Bereavement leave Company pension Cycle to work scheme Enhanced paternity leave Free parking Health & wellbeing programme On-site parking Referral programme Sick pay Store discount
Schedule:

Day shift Monday to Friday
Education:

A-Level or equivalent (required)
Experience:

Business/Administration: 3 years (required) IT/Telecoms Administration: 3 years (required) Data Protection/UK GDPR: 3 years (required) Financial administration: 3 years (required)
Licence/Certification:

Business/Administrative/IT qualification (preferred)
Work authorisation:

United Kingdom (required)
Work Location: In person

Application deadline: 03/07/2025