Business Support Manager (Maternity Cover)

The National Energy Foundation

Milton Keynes, Buckinghamshire
Starting salary £36,000 pa

Paid • Full Time • Fixed Term Contract

Sectors: carbon, climate & energy

Closing date: Friday, 28th June 2024  

Job Description: Business Support Manager (Maternity Cover)
Reporting to: Head of Business Support & Chief Executive  
Base: Commencing: Office in Milton Keynes
Commencing: As soon as possible/June 2024
Job Type: Fixed term 12-month contract
Salary: Starting salary circa £36,000

Role Summary

As Business Support Manager you will be responsible for ensuring staff have the resources, materials, systems and processes they need to do their jobs effectively. Ultimately, you will maintain organisational infrastructure and processes to ensure all aspects of the Foundation’s activities operate effectively. You will be responsible for ensuring the successful delivery of the Charity’s business support functions. Alongside this you will provide administrative support to the CEO by managing schedules, coordinating meetings, and handling correspondence.

You will line manage a team who are responsible for:

  • Planning, Performance and Quality
  • Project support and administration
  • Business insights and organisational reporting

Principle Accountabilities

ICT and business support administration 

  • Ensure all systems for incoming communications are effective, including all general phone numbers and email addresses.
  • VoIP & CRM contact and administrator
  • Ensure NEF staff have the appropriate hardware and software to operate effectively
  • Oversee NEF’s relationship with Landmark Property Solutions, ensuring effective operation of our property infrastructure.
  • Lead externally procured services, including IT, HR, any licensed arrangements etc, to ensure effective contracted agreements are in place; delivery of services is effective; timescales and budgets are met.

Line management

  • Line management of six administrators responsible for project support and administration
  • Line management of a Quality and Data Protection Officer
  • Line management of a Business Insights Lead

People functions including volunteering, training, recruitment, and HR

  • Coordinate all recruitment activity including arranging interviews, letters, handling applications and data in accordance with our quality systems; lead all staff inductions.
  • Maintain the staff handbook and ensure its consistency with policies

Health & Safety

  • Conduct risk assessments.
  • Developing and implementing health and safety policies and procedures.
  • Provide safety training to staff, investigate accidents or incidents, and monitoring compliance with health and safety laws and regulations.
  • Create emergency response plans, conducting safety audits, and promoting a culture of safety within the foundation.

Office management

  • Managing office supplies, coordinating meetings and appointments, handling correspondence, maintaining office equipment, and ensuring the office operates smoothly on a day-to-day basis.

Person Specification

  • Five years or more experience in business administration and support, ideally in the charity sector
  • Experience of working at senior management level.
  • Strong administrative and organisational skills, with the ability to maintain a realistic balance among multiple priorities
  • A successful track record of working effectively as an administrative/business support professional.
  • Experience of leading administrative or business support teams.
  • Line management experience, and be able to engage, inspire and motivate.
  • Excellent communication skills, both written and verbal; ability to negotiate and liaise with multiple internal and external stakeholders at all levels
  • Sound project management skills and attention to detail
  • Understanding of organisational Quality Management Systems and ISO 9001
  • Reliability and discretion dealing with confidential matters; high level of emotional intelligence.
  • Working knowledge of IT infrastructure, hardware, and software requirements
  • Ability to lead and influence in a matrix structure; natural aptitude to ‘make things happen’.
  • Ability to work unsupervised under own initiative and to prioritise tasks.
  • Ability to communicate clear instructions and provide clear feedback.

The post is subject to DBS checks, suitable references, and completion of a 6-month probation period.

If this is something in your interest, please send your CV and Cover Letter outlining why you would be a good fit for this position to [email protected]