Business Support Assistant

We’re looking for an organised and proactive individual to join our team as a Business Support Assistant.

This is a varied and dynamic role. As part of our People & Operations team, you'll be providing essential administrative support to the small, passionate organisation, acting as the first point of contact for queries and guests, supporting our Leadership Team and Board of Trustees, and helping to ensure our office is a welcoming space.

Role: Business Support Assistant

Be first point of contact for Society general enquiries

Administer the hello@ BES email

Act as first point of contact for all BES visitors

Answer all calls to the BES main line, answer queries and forward calls where necessary

Prepare meeting rooms for BES meetings and on-site events

Support in administration for Society projects

Provide administrative support to the CEO and Senior Leadership Team, including travel and diary management, note taking and other duties as required

Take minutes for the Board of Trustees and other key meetings

Support in organizing committee and Board activities

Provide on-site support during the annual meeting

Support the Business Operations Officer in ensuring that operational contractors deliver necessary services (facilities, cleaning, security, IT)

Support the Business Operations Officer in ensuring the office is a positive and suitable place to work

Be an office keyholder

Administer the accounts@ BES email

Support BES staff with finance administration

Attend and take minutes for Finance Committee meetings

Administer fortnightly payment batches and organize a batch approval timetable

Assist with audit queries in the lead up to, during and following the annual accounts audit work based in the Society office

File and archive all financial records as appropriate

Research and deliver the staff well-being and social events, collaboratively with the HR Officer

Track the wellbeing budget and keep a concise record of all outgoings

Look to where the People & Operations team may further develop and improve its processes and support for the staff team and Society, either to improve their own capabilities or those of other staff

Be available to support and cover other roles in the People & Operations team during short periods of absence and leave

In exceptional cases and where reasonably possible, provide out of hours support to the Society when critical operations issues arise

This list is not exhaustive, and employees may be asked to carry out other duties appropriate to their role and level, in line with business needs.

It is the practice of the British Ecological Society to examine job descriptions from time to time and to update them to ensure they relate to the job as then being performed, or to incorporate changes in organisational need suitable to the role and level. This will be conducted in consultation with you. It is the organisation’s aim to reach agreement on changes, but if agreement is not possible, the organisation reserves the right to insist on changes to your job description, after consultation with you.

Your CV - no more than 2x A4 sides detailing your education, training and work history, as well as any relevant key skills

Your answers to the outlined application questions

We recognise the value in having a diverse workforce, as well as the importance of creating equal opportunities for all. We welcome and encourage applications from people of all backgrounds. We select candidates based on how well they meet the criteria for the role and are committed to ensuring that applicants are treated fairly throughout the recruitment process.

As part of your application, we ask for you to provide equality and diversity information. This is entirely voluntary and is only used to help us to assess the diversity of our recruitment and further improve recruitment processes in future. It has no bearing on the success of your application and is not considering as part of the shortlisting process.

Applicants must have the right to live and work in the UK. Successful applicants will need to provide evidence that they have the right to live and work in the UK. The BES is unable to provide visa sponsorship.

Experience in an administrative role.

Excellent organisational and communication skills.

Proficient in using Microsoft office software.

Problem-solving skills and ability to work independently.

Experience in working in an office.

Some experience supporting events.

Some experience in finance administration.

Interest in the environment and/or ecology.

BES staff are based at our office near Old Street in London.

We endeavour to make our new custom-designed office a relaxed environment, with a casual dress-code, free coffee, fresh fruit, snacks and toast, and regular social activities.

The office adjoins a beautiful canal where you can watch the local wildlife (currently many varieties of nesting birds!). We have dedicated break-out working space, and a dedicated private well-being room.