Business Administrator

Workspace

Working From Home/ Onsite Southend-On-Sea

About the Role

The Business Administrator plays a key role in ensuring Equipped4Life operates efficiently, professionally and compliantly across all areas of the organisation.

Working closely with the Business Process Manager and the Senior Leadership Team, the post holder will provide high-quality administrative, HR, recruitment, compliance and business support whilst actively identifying opportunities to improve systems, processes and service delivery.

The Business Administrator will take ownership of allocated responsibilities, use initiative to solve problems, identify gaps before they become issues and ensure administrative systems are accurate, organised and effective.

The role also supports the organisation's marketing and growth through maintaining E4L's social media presence and promoting the organisation professionally.

We are looking for a highly organised, proactive and detail-oriented individual who can manage multiple priorities, maintain confidentiality and support high-quality services for young people.

This is a hybrid role which includes working from home but requires on site working a minimum one day a week and ad-hoc Saturdays for staff training events as required.

Job Description

Main Duties & Responsibilities

Business Administration

• Provide comprehensive administrative support to the Senior Leadership Team.
• Develop, maintain and improve office procedures and administrative processes and recommend improvements where efficiencies can be achieved.
• Ensure documents, records and databases remain accurate, up-to-date and compliant.
• Monitor administrative processes
• Identify gaps, inconsistencies or risks within business processes and proactively suggest solutions.
• Take ownership of allocated projects through to completion.
• Organise Team events and Training

Recruitment & HR Administration

• Coordinate recruitment campaigns.
• Prepare and advertise vacancies.
• Conducting pre-interviews using various reliable recruiting and selection tools/methods to filter candidates.
• Arrange interviews.
• Carry out recruitment administration.
• Support safer recruitment processes.
• Process references, DBS checks and Right to Work documentation.
• Ensure required employment documentation is in place.
• Support induction and onboarding of new staff
• Assist with training administration and ensure training records are kept and updated
• Monitor mandatory training compliance.
• Maintain confidential HR records.
• Monitor staff lateness and attendance records
• Keeping up to date records of recruitment outcomes
• Assist with the team rota

Compliance Administration

• Health & Safety
• HR Compliance
• Safer Recruitment
• Ofsted requirements
• Data Protection (GDPR)
• Employee records
• Supervision records
• Training records
• Property compliance
• Policies and procedures
• Monitoring expiry dates of compliance documentation
• Maintaining compliance trackers.
• Escalating compliance risks promptly.
• Check H&S checks are completed
• Monitor and ensure appropriate stationery, house supplies and petty cash levels are stocked

Payroll Support

• Verify staff timesheets and working hours
• Developing and maintaining business relationships with Local Authorities and Social Workers in order to gain referrals of Young People
• Maintaining and updating relevant contacts
• Communicating with LA’s regarding vacancies

Social Media & Marketing

• Maintain Equipped4Life's social media platforms.
• Create engaging and professional social media content, showcasing positive achievements and events.
• Promote recruitment campaigns.
• Support business marketing initiatives.
• Ensure all content complies with safeguarding, confidentiality and GDPR requirements.
• Monitor engagement and suggest improvements to increase visibility and recruitment.
• Monitor social media enquiries and elevate concerns appropriately
• Maintain a professional and positive online presence that reflects E4L values

The Business Administrator will actively seek opportunities to improve the organisation by:

• Identifying recurring issues.
• Reviewing administrative processes.
• Suggesting more efficient ways of working.
• Improving document quality and consistency.
• Identifying gaps in compliance before they become issues.
• Supporting new business initiatives.
• Looking ahead rather than waiting for instructions.

General Responsibilities

• Attend meetings and take minutes where required.
• Attend supervision, appraisal meetings and training as required.
• Maintain confidentiality.
• Work professionally with colleagues and external agencies.
• Represent Equipped4Life positively.
• Prioritise workload effectively and meet agreed deadlines.
• Undertake any other duties appropriate to the role.
• Work onsite when required
• Undertake other duties as required by management, and commensurate with the post.

REPORTING TO: Business Process Manager

HOURS: Hybrid Working from Home/Onsite - Monday to Friday (Hours to be agreed), some Saturday working onsite, one day per week onsite

Requirements

• General Administration experience and record keeping
• Microsoft Office (Word, Excel, Outlook and Teams).
• Experience maintaining accurate databases.
• Knowledge of GDPR and confidentiality.
• Health & Safety awareness.
• Understanding of Compliance.
• Excellent organisational skills.
• Outstanding attention to detail.
• Strong written and verbal communication.
• Ability to prioritise competing tasks.
• Strong IT skills including the use of AI as an aide
• Problem solving.
• Ability to work independently.
• Ability to work under pressure.
• Ability to use initiative.
• Experience within children's residential care or supported accommodation.
• Knowledge of Ofsted regulations.
• Canva or similar design software.
• Experience of compliance management systems.