Business Support Manager





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four day weeks



Chelsea Physic Garden

Job title: Business Support Manager
Grade: Level 3
Term: Permanent
Hours: Average 28 hours per week (4 days)
Accountable to: The Director
Key Relationships: The Board, Finance & Operations Committee, Advisory Committee,
CPG Enterprises Limited, Deputy Director (Visitor Experience), Commercial Director, Development Director, The Senior Management Team

Chelsea Physic Garden is entering a period of large scale project development and implementation and a supporting major fundraising appeal in order to be able to restore, refurbish and re-present the buildings and facilities associated with this Grade 1 listed garden as it moves toward a celebration of its 350 anniversary in 2023.

The Business Support Manager is a key role supporting the Director, the Board, its sub committees and senior management team colleagues both to maintain the business as usual elements of a visitor attraction open to the public but also as the Director leads the Garden through a major project and fundraising appeal, towards its anniversary and beyond.

Purpose of the Post:

The Business Support Manager provides exemplary executive support to the Director. They also provide executive support, where possible, to Directors and senior management team colleagues.

They support the Board and sub-committees of the Board, along with the Advisory Committee and CPG Enterprises Limited.
With support from the Head of Finance, they provide secretariat duties on behalf of both the charity and the trading company ensuring that all annual returns to the Charity Commission and Companies House.

They support the Director in the delivery of the charity’s HR function ensuring that recruiting managers are supported throughout.

They work closely with Directors and senior managers to ensure that reports are accurate and produced on time and disseminate agreed information, supporting good internal communication.

Key duties & responsibilities:

Governance: Support the Director and work in close collaboration with the Head of Finance ensuring that all statutory and legal returns and reports are filed in a timely manner relating to charitable and company activity and that all changes to officers of the charity and company are notified as soon as possible to the relevant authority.

Ensure that the annual schedule of meetings for the Board, the Finance & Operations Committee, CPG Enterprises Limited, the Project Steering Group, the Advisory Committee and such other sub-committees as required from time to time are compiled and disseminated. Prepare Agenda and ensure papers are sent out. Coordinate the collation of reports from management. Attend meetings, take and produce confidential minutes ensuring these are sent to relevant Chairs for approval, actions followed noted and relevant information disseminated on behalf of the Director.

HR Administration: Support the Director and recruiting managers to ensure that employees are supported throughout their employment. Ensure that Contracts of Employment and offer letters are issued together with supporting documentation and that information on changes is provided to finance for payroll. Support managers with the starter and leaver process, draw up holiday forms and collect sickness absence data throughout.

Administration: Manage the Directors diary, including the coordination of meetings, appointments and any travel and accommodation arrangements. Monitor, screen, respond to the Directors correspondence and calls including e-mails, correspondence and respond to e-mails, letters and telephone calls. Pass on correspondence and e-mails for others to deal with including but not limited to the handling of complaints.

Devise and maintain office systems including data management and filing. Take a lead in the rationalisation and subsequent maintenance of the electronic filing system and ensure that once introduced this is disseminated and adhered to. Introduce controls on the storage and duplication of data and ensure there is robust version control. Introduce electronic templates for commonly used processes including letters.

Carry out research, produce documents, briefing papers, reports and presentations for the Director, Board and Committees and if called upon on behalf of other staff.

Work closely with the Directors and senior managers to help promote good communication flow across the property and aid the constructive dissemination of information amongst staff, volunteers, managers and the Board.

This post will play a key role in supporting the Director and the Board in their role during the major capital campaign and the major refurbishment project as the Garden transitions towards its 350 anniversary. They will support with the staging and executing of various fundraising activities including a range of high profile events for donors and supporters.

Visitors and Stakeholders: Act as an ambassador for the Chelsea Physic Garden and on behalf of the Director, the Board and Committees liaise with the public, Friends, funders, stakeholders and supporters of the Garden at all times presenting a positive and professional persona including at fundraising events, functions and at meetings

Knowledge, Skills and Experience:

• Experience of working with and within senior leadership teams and making a proactive contribution to their success.
• Someone with previous experience of confidential minute taking.
• Confident handling the Directors diary and correspondence and ensuring that the most important is brought to their attention in a timely manner and that their meeting schedule is sustainable.
• Strong team working and collaborative skills, someone who is open, builds relations and is proactive in sharing knowledge.
• Someone who is confident, highly organised and support focused, with demonstrable communication skills.
• Comfortable working at pace, you will pride yourself on delivering clear, consistent and constructive business support, advice and supporting and others.
• Up to date knowledge of business administration systems and processes, evidenced through your relevant experience and/or a qualification in Business Administration equivalent to NVQ level 4.
• Basic knowledge of project management and CRM systems would be a great benefit in this role.

Motivation, Interest and Potential:

An interest in gardens and gardening would be an advantage. The successful candidate will relish working in the charitable or not-for-profit sector with finite resources.

Terms and Conditions:

This is a permanent post working an average of 28 hours per week, and the post holder will be required to work an average of 4 days per week. The nature of the role means that flexibility over the days and hours worked is required to meet the needs of the business. There is a requirement to work occasional evenings and potentially weekends.

Salary: Competitive, commensurate with experience. Range FTE £28,750-£31,250
Range for 28 hours: £23,000-£25,000
Contributory pension scheme 5% employer 3% employee
Entitlement: 26 days holiday including statutory holidays

Provisional Interview date: 29 November 2018

The role is based at Chelsea Physic Garden, 66 Royal Hospital Road, London SW3 4HS

To apply for this role please visit Chelsea Physic Garden website to download the application form. Send the completed application form and covering letter via the apply button below.