Business Administration Officer

ROLE OVERVIEW

Luton Town FC Community Trust is seeking to recruit a Business Administrator Officer to play a central role in supporting the day-to-day operation of the Trust.

The Business Support & Communications Officer will provide high quality administrative and organisational support to the Head of Trust and Management Team, helping to ensure the smooth and efficient running of the organisation. The postholder will coordinate a wide range of administrative activities, manage enquiries, support project administration and help maintain the Trust’s digital presence through website updates and social media.

Acting as one of the first points of contact for the Trust, the successful candidate will deliver excellent customer service to participants, schools, partners, funders and stakeholders while ensuring that organisational systems, communications and administrative processes are delivered to a consistently high standard.

This is an exciting opportunity for a highly organised, proactive and motivated individual who enjoys working in a varied environment and wants to play an important role in supporting the Trust to deliver meaningful impact across Luton, Bedfordshire and the surrounding communities.

JOB PURPOSE

Reporting to the Management Team, the Business Support Officer will provide comprehensive administrative support across the Trust.

The postholder will support the Management Team with the coordination of meetings, organisational administration, project support, communications and customer enquiries, helping to ensure the Trust operates efficiently and professionally.

The role will also take responsibility for maintaining the Trust’s website and supporting delivery of digital communications and social media, ensuring participants, partners and stakeholders receive timely and engaging information about the Trust’s work.

KEY RESPONSIBILITIES

Management Team Support

· Provide high quality administrative support to the Head of Trust and Management Team.

· Coordinate meetings, diaries and organisational calendars.

· Prepare meeting papers, produce accurate minutes and maintain action logs.

· Support organisational planning through effective administration and record keeping.

Business Administration & Customer Service

· Manage the Community Trust’s main email inbox, ensuring enquiries are responded to or directed appropriately.

· Maintain effective administrative systems, electronic filing and organisational records to support the smooth running of the Trust.

· Coordinate day to day office administration.

· Coordinate the monthly payroll process for casual staff, ensuring timesheets are completed, authorised and submitted within agreed deadlines.

· Liaise with Programme Managers and the Finance Team to resolve queries and maintain accurate records relating to the Trust’s casual workforce.

· Support the planning of community events and activities.

· Build positive working relationships with colleagues and external partners, acting as a professional ambassador for the Luton Town Community Trust and Football Club.

Communications & Digital Support

· Take ownership of maintaining the Trust website by ensuring news stories, programme information, events and key organisational updates are accurate and regularly refreshed.

· Create, schedule and publish engaging content across Trust’s social media platforms, increasing awareness of programmes, celebrate achievements and promote upcoming opportunities.

· Work closely with programme staff to gather stories, photographs, videos and case studies that demonstrate the impact of the Trust’s work.

· Support the production of newsletters, match day programme notes, promotional materials and wider digital communications that strengthen engagement with participants, partners and the local community.

· Ensure all communications are consistent with the Trust’s branding and values while maintaining a professional online presence.

Monitoring & Organisational Support

· Maintain accurate records within Salesforce, Abler and other organisational systems, supporting high quality monitoring and compliance.

· Assist Programme Managers with the collection and organisation of monitoring information, evidence and documentation required for funders and reporting.

· Assist with recruitment administration, onboarding processes, training records and other people related administrative tasks.

· Maintain Trust policies, templates and documentation, ensuring records remain accurate, up to date and easily accessible.

· Identify continuous improvement opportunities across the organisation to improve administrative systems and working practices.

· Undertake any other duties that are reasonably required to support the successful operation of the Trust.

Health & Safety:

Employee requirements:

• Maintain up to date knowledge of Health & Safety related guidance and processes within your role and in line with the Club’s Health & Safety Policy.

• Consider the Health & Safety implications of all actions and inaction within your role.

• Support and uphold agreed standards for Health & Safety compliance, including assisting in accident, dangerous occurrence and near miss investigations within your role.

• Follow and adhere to; safe management systems and working practices in line with the Club’s Health & Safety Policy.

• Ensure you have been briefed and are confident in using any equipment prior to use and seek guidance from your line manager as required.

• Regularly review risk assessments, safe working, and management systems associated with your role.

• Liaise regularly with the Club’s appointed Health & Safety representatives to support and maintain compliance

• Maintain records of all Health & Safety issues within your role and area of responsibility.

• Oversee project finance and budgets in conjunction with department lead.

• Follow robust quality assurance processes for all aspects of Luton Town FC Community Trust’s educational offer.

• Compliance with Luton Town FC Community Trusts’ policies.

• Compliance with data protection, confidentiality, safeguarding and health and safety guidelines.

• To always promote the welfare of children and adults at risk.

• To undertake required training, including mandatory Health and Safety and Safeguarding training.

• To adhere to all relevant safeguarding policies and procedures and report any concerns to Luton Town FC Community Trust’s Designated Safeguarding Lead.

• To undertake such other duties as may be reasonably expected.

• To maintain professional conduct and demonstrate Luton Town FC Community Trusts’ core values.

MAIN JOB REQUIREMENTS AND PERSON SPECIFICATION

Education/Qualifications/Training:

Essentials

• Experience in a business support, administration or office coordination role.

• Excellent organisational and administrative skills with the ability to manage multiple priorities.

• Excellent written and verbal communication skills.

• High attention to detail, strong planning and time management skills.

• Experience providing outstanding customer service to a range of stakeholders.

• Strong IT skills, including use of Microsoft Office 365 and database software

• Ability to work independently while contributing positively as part of a team.

Desirables

• Experience maintaining websites using a Content Management System

• Experience using Salesforce or another platform.

• Experience of payroll administration or finance processes.

• Experience supporting Board or Committee administration.

• Proficiency in Canva or similar graphic design software.

• Experience working within a football club CCO, charity or VCSE setting.

• Knowledge of Premier League Foundation or EFL in the Community programmes.

Abilities/Skills/Knowledge:

• Must be pro-active, motivated, organised, responsible and able to work independently as well as in a team.

• Strong attention to detail and commitment to producing high quality work.

• Professional, approachable and able to maintain confidentiality when handling sensitive information.

• Ability to multi-task whilst maintaining priority efficiencies.

• Be an ambassador for the Club, always presenting the Club in a positive image.

Additional Information

• This is a Part Time role 25 hours per week

• Applicants must be eligible to live and work in the UK

SAFEGUARDING STATEMENT

The Club is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment.

The Club has systems in place to ensure that the welfare of vulnerable groups is dealt with appropriately and sensitively. Everyone working at the Club has a duty of care to safeguard the welfare of children and young people by creating an environment that protects them from harm. Our standards of practice ensure all staff are fully aware and understand their responsibilities under safeguarding legislation and statutory guidance.

The Club ensures that all staff that have a direct responsibility for children, young people or vulnerable adults, have been subject to the most stringent of recruitment practices which include Criminal Record Checks and reference checks. These staff are alert to signs of abuse or maltreatment and will refer concerns to the relevant Designated Safeguarding Officers using the agreed safeguarding procedures.

EQUALITY STATEMENT

The individual must at all times, carry out their duties with due regard to the Clubs policies and procedures and in particular the Club’s Equality, Diversity and Inclusion Policy.

The individual must ensure a positive commitment towards equality and diversity by treating others fairly and not committing any form of direct or indirect discrimination, victimisation, or harassment of any description and to promote positive working relationships between all internal and external stakeholders. The individual must contribute to encouraging equality and respecting diversity by embedding such values in the workplace and challenging inappropriate behaviour and processes.