Business Support Administrator at Dumfries & Galloway Chamber of Commerce

Job Summary

Full time on site position offers great opportunities for career growth.

Location: Carmont House, The Crichton, Bankend Road, Dumfries DG1 4TA.

Part time – 28 hours per week, flexible pattern over 4 or 5 days. Full time 35hrs could be considered.

Salary – £24,500 per annum (FTE is 35 hours) pro‑rated to 28 hours per week £19,600.

Benefits

• Annual leave
• Company events
• Company pension
• Sick pay

Job Description

We are seeking a highly organised and detail-oriented Business Support Administrator to join our team at Dumfries and Galloway Chamber of Commerce. The ideal candidate will provide administrative support to the Chamber's business development initiatives and help facilitate communication and collaboration among our members.

You will also be required to handle the administration and office duties of the Developing the Young Workforce (DYW). Within your role with Dumfries and Galloway Chamber of commerce you will also be responsible for supporting the financial administration for both the Chamber and DYW.

Key Responsibilities

• Providing administrative and clerical support.
• Assisting the Membership Services manager and DYW Project Manager with project administration
• Preparing and managing correspondence, reports, documents, and databases.
• Processing all invoices and payments.
• Organising and coordinating meetings, conferences, travel arrangements, and events.
• Handling incoming & outgoing communications, such as phone calls, emails, and mail.
• Implementing and maintaining any office systems and policies.
• Scheduling and confirming appointments and calendars.
• Contacting and supporting members, following up memberships/payments and maintaining positive relationships with the Chamber membership
• Reporting to Board Members and performing secretarial duties.
• Supporting the website, social media and marketing communications
• Organising, Attending and taking Minute Board Meetings
• Assist in the creation and distribution of marketing materials and communications to promote Chamber and DYW events and initiatives

Primary Responsibilities

• Manage the Project Databases.
• Support the financial administration and record keeping for DG Chamber and DYW, including grant-funded expenditure
• Reconcile statements from suppliers.
• Supporting the Chamber and DYW websites and social media channels
• Manage Minutes of Meetings.
• Key Focal Point with our Offices.

Note: This job description is not exhaustive and will be subject to periodic review. It may be amended to meet the changing needs of the business. The post-holder will be expected to participate in this process and we would aim to reach agreement on any changes.

Qualifications & Training

• Essential - Educated to Standard Grade level or equivalent including English and Maths, good working knowledge of Microsoft 365, particularly Excel
• Desirable - Financial qualification or previous experience of understanding accounts and project expenditure

Experience

• Essential - At least one year’s relevant work experience
• Desirable - local business/community or stakeholder-facing experience, experience of using Xero or similar cloud accounting software

Qualities & Attitude

• Essential - Well‑organised with a proactive solving approach, Ability to work independently as well as part of team.
• Desirable - Experience of bookkeeping and financial administration. Working knowledge of Xero or a similar accounting package, An interest in social media, marketing, communications and branding. knowledge of the local business community or experience in a member/stakeholder‑facing environment

Competencies

• Essential - Strong organizational skills, Good interpersonal skills, Assertive, Effective communicator, on phone, in writing and in person, Proficiency in Microsoft Office Suite and other relevant software’s.
• Desirable - Problem‑solving approach, Multi‑tasker, Customer service focus. Experience of bookkeeping and financial administration. Working knowledge of Xero or a similar accounting package

What’s in it for you

• Salary - £24,500 per annum (FTE is 35 hours) pro‑rated to 28 hours per week £19,600
• 28 hours per week, flexible pattern over 4 or 5 days to be agreed
• 30 days (pro rata) annual leave, plus bank holidays
• Based At Carmont House, The Crichton, Bankend Road, Dumfries DG1 4TA
• Enhanced sick pay scheme.
• Allowance for expenses and travel.

Job Types

• Full-time, Permanent
• Pay: Up to £24,500.00 per year
• Benefits: Company events, Company pension, Free parking, On-site parking, Sick pay
• Education: GCSE or equivalent (preferred)
• Experience: Customer service: 1 year (preferred)
• Administrative experience: 1 year (required)
• Language: English (preferred)
• Licence/Certification: Driving Licence (preferred)
• Work Location: In person