Business Support Administrator

Job Title: Business Support Administrator

Salary: £32,000-£36,000 per annum

WTE: 37.5 hours per week (Mon-Fri)

Base: Hybrid working; with principal place of business at The Beehive, Crawley, Sussex

Contract terms: Fixed term contract to end March 2027

Reports to: Corporate Governance Manager

Job Summary:

To ensure high-quality business support across Health Innovation KSS, ensuring effective organisation of corporate activities, meetings, projects and events.

The postholder will work across the organisation to provide efficient administrative support, helping teams and senior colleagues deliver priorities effectively. They will act as a central point of contact for a range of internal and external stakeholders, supporting the smooth running of business operations through excellent organisation, communication and attention to detail.

The role will include occasional admin support to Directors and senior managers where required, alongside broader support to programme and corporate teams.

Main duties and responsibilities:

Business Support

· To develop and maintain a good working knowledge of key company issues in order to manage and prioritise workload effectively and make appropriate decisions in the absence of the other members of the team to meet the needs of the company

· Provide comprehensive business support across the organisation, contributing to the efficient operation of corporate and programme activities.

· Acting as the first point of contact within Health Innovation KSS ensuring a good impression is made and that Health Innovation KSS’s reputation is enhanced

· Maintain regular contact with staff across Kent, Surrey and Sussex and contacts within the national Health Innovation Network, and external membership and stakeholders;

· Co-ordinate Health Innovation KSS meetings, workshops and events, both virtual and face to face, on behalf of the wider team as required

· Develop and maintain advanced knowledge of digital tools in order to effectively support the successful running of virtual events, workshops and meetings, becoming a 'super-user' in this area

· With the Corporate Governance Manager, constantly review internal processes and procedures, identifying inefficiencies and making suggestions for improvements

Executive and Senior Leaders Support

· To provide confidential business support to the Directors and senior managers as required

· Assist with diary coordination, travel, accommodation and conference bookings, meeting arrangements and preparation of supporting documentation.

· Build, develop and maintain constructive relationships with a broad range of internal and external stakeholders up to Director level.

· Ensure confidential and sensitive information is handled appropriately and in accordance with organisational policies.

Project Support Responsibilities

· Integrating with programme delivery project teams, support Programme Co-ordinators and building and maintaining constructive relationships with relevant internal and external stakeholders.

· Leading where required in the arrangements of project related meetings and workshops, internally and externally.

· Work with Programme Co-ordinators and communications team to ensure that events are well co-ordinated and run smoothly as required.

· Undertake research using the internet to provide information requested by the project team.

· Maintain project documentation, action trackers and information logs.

Corporate responsibilities

· To be an active member of the Health Innovation team.

· To promote the values of Health Innovation KSS.

· To ensure effective communications within and between project teams, be involved in and participate in meetings, team briefings, development days, corporate events etc.

· To engage with line manager in regular performance and development reviews against agreed objectives. To be responsible for actively identifying own development needs and committing to a personal development plan based on continuous learning.

Person Specification

Education, Qualifications & Training

Essential

· Demonstrable knowledge, skills and experience required to perform successfully in the role. Via education, professional qualifications or relevant workplace experience.

· Evidence of continuous professional development; record of CPD shows strong self-development ethos and learning

Desirable

· Level 3 Diploma or Certificate in Business Administration or similar.

Knowledge & Experience

Essential

· Experience providing high-quality admin or business support within a professional environment.

· Experience of managing small projects

· Experience of complex diary management, including workshops, meetings and events.

· Exceptional business support management experience working at senior level and/or experience working at senior level in a variety of organisations

. Experience working with a range of stakeholders and building effective working relationships.

Desirable

· Experience within a Healthcare, NHS, public sector or non-for-profit environment.

· Experience supporting project or programme delivery.

Skills & Abilities

Essential

· Excellent Microsoft 365 applications, including Outlook, Teams, Word, Excel and PowerPoint.

· Experience maintaining accurate records and admin systems.

· Experience preparing agendas, minutes and meeting documentation.

· Excellent personal organisational skills

· Proven interpersonal and presentation skills.

· Excellent communication skills both written and verbal.

· Ability to be resourceful, interpret and use judgment in the management, implementation and prioritisation of the workload.

· Ability to multi-task, work independently and confidently prioritise workload to competing deadlines.

Desirable

· Ability to accurately proofread critical documents

· Preparation of reports

Personal Style & Behaviours

Essential

· Highly organised, proactive and solutions focused.

· Flexible and adaptable to organisational and workload changes.

· Well-presented and good personal presentation

· Reliable work record

Values and behaviours

Health Innovation KSS has developed a clear vision for the direction of the company. A set of values and behaviours have also been developed and agreed to underpin this vision.Our values and behaviours framework can be found below. Applicants and employees will be expected to demonstrate an understanding of and commitment to these values and behaviours, which will be assessed through the recruitment, selection and appraisal processes