Business Support and Administration Officer in Barking

The Business Support and Administration Officer plays a key role in delivering high-quality administrative and organisational support across the organisation. Reporting to the Business and Executive Support Manager, the postholder will work closely with Board members, senior leaders, and internal teams to ensure the smooth running of business operations. In addition to supporting executive-level meetings and correspondence, this role will contribute to the effective functioning of company-wide back-office services, including HR, Governance, and Finance. The ideal candidate will be proactive, highly organised, and confident in managing a varied workload in a fast-paced environment.

Location: MAKE IT Barking, 3+ days a week in the office, with options for flexible and home working by agreement with line manager.

Key Responsibilities

• Back office / business and administrative support for key corporate functions, including Finance, Communications, HR, Compliance and Development.

• Deliver front-of-house support, including welcoming visitors, managing incoming calls, booking meeting rooms and maintaining a professional and approachable first point of contact for the organisation.

• Office management and facilities coordination, ensuring the working environment is well-maintained, stocked, and operating efficiently.

• Provide comprehensive support to the Be First Board and Executive Management Team as required.

• Prepare agendas, take accurate minutes, and coordinate follow-up actions for meetings, including Board and committee meetings.

• Maintain effective filing systems and ensure accurate record-keeping in line with data protection policies.

• Support diary management, travel arrangements, and meeting coordination for senior staff.

• Assist with the organisation of internal and external events, workshops, and meetings.

• Contribute to the continuous improvement of administrative processes and systems.

• Provide finance-related administrative support, including setting up new suppliers, raising purchase orders (POs), and processing invoices for payment.

• Work closely with colleagues to managing records specific to compliance activities for example FOI requests, members enquiries etc.

• Undertake ad hoc tasks and projects as required by the Business and Executive Support Manager.

Essential Skills and Experience:

• Proven experience in a similar administrative or business support role with knowledge of office management systems and procedures.

• Highly organised with excellent attention to detail and the ability to manage multiple priorities effectively.

• Strong forward planning and time management skills, with the ability to anticipate needs, meet deadlines and adapt to change.

• Quick to learn and able to hit the ground running, demonstrating initiative and confidence in taking ownership of tasks from day one.

• Effective problem-solving skills with a proactive, solution-focused approach to challenges.

• Self-sufficient and able to work independently, using sound judgement to make decisions and take initiative.

• Competent and confident minute-taker, with experience working in a professional governance or Board support environment, able to capture key points and actions clearly and accurately.

• Comfortable working with senior stakeholders, including Board members and at ease in the presence of senior management.

• Ability to handle confidential information with discretion and professionalism.

• Exceptional interpersonal and communication skills, both written and verbal.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Demonstrates commitment to key values such as equality and diversity through personal and professional conduct.

• Demonstrates a positive, adaptable, and proactive attitude, with a strong commitment to supporting colleagues and contributing to the overall efficiency and effectiveness of the organisation.

Benefits:

• Eligible for inclusion in our Performance Related Pay scheme, which is a discretionary Scheme (paid at the discretion of the Be First Board, kept under review each year) aligned with performance appraisals.

• 30 working days’ holiday in each Holiday Year, in addition to all public and bank holidays, to be taken at such times or time as may be approved by the Company. The Company’s holiday year is from the 1st of April to 31st March of each calendar year.

• Eligible to participate in the company’s pension scheme, operated by NEST; details of which will be provided upon commencement of your employment with the company. NEST is a match pension scheme whereby you contribute up to 10% of your salary monthly, which is matched by Be First.

• Other benefits in accordance with the Company’s benefits scheme in place from time to time as applicable to your post.

• Death in Service package, which will equate to 3 x your annual salary.