Business Support Assistant

1. Established in 1976, ASH Wales has long worked to raise awareness of the health, social and economic effects of smoking.
2. This is an exciting opportunity for someone with energy and enthusiasm, has a can-do attitude, and enjoys working collaboratively in a small team.
3. We offer access to a health cash plan, digital health tools, retailer discounts, gym membership discounts and an employee assistance programme and Death in service Insurance package.

Position: Business Support Assistant 

Contract Period: Maternity cover, 12 months fixed term. 

Part time, 21 hours per week over 3 day.

Responsible to: Chief Executive Officer 

Location: Home worker – South Wales based. Travel throughout Wales may be required. 

Package: £22,000 - £23,000 pro rata, dependant on skills and experience. 28 days holidays + bank holidays, pro rata. Access to a health cash plan, digital health tools, retailer discounts, gym membership discounts and an employee assistance programme. Death in service Insurance package.

This is an exciting opportunity for someone with energy and enthusiasm, has a can-do attitude, and enjoys working collaboratively in a small team.

Key Responsibilities

Business Support Elements 

• Provide administrative support to the ASH Wales team. 
• Provide support to the Board of Trustees (minutes of meetings, distribution of board papers, training opportunities etc) 
• Maintain online filing, manage contracts, suppliers, IT and infrastructure. 
• Be involved in managing incoming/outgoing charity correspondence.
• Support the team in data entry to the Customer Relationship Management system (Salesforce)

HR Elements 

• Provide HR support to the ASH Wales team in terms of expenses, payroll, sickness and holiday recording, producing letters and contracts etc. 
• Responsible for drafting HR reports, letters and emails as required. Arrange training and manage training administration. 
• Assist the Chief Executive with attending any employment relations meeting (annual appraisals, attendance meeting, support meetings etc) taking notes and generating any relevant correspondence. 
• Seek HR Advice for the charity if requested by the CEO.

Finance Elements 

• Ensure robust financial procedures are adhered to. 
• Oversee the day-to-day financial administration for ASH Wales including expenses, payroll, and a 5 pension and maintaining financial databases.
• Support external agency with the creation of monthly management accounts.
• Liaise with clients, suppliers and staff. 
• Support with drafting financial reports, policies and procedures.  Work with accountants to support the year end reporting. 
• Grant reconciliation reports. 
• Invoicing of grant payments and training packages.

This job description is not necessarily an exhaustive list of duties but is intended to reflect a range of duties the post-holder will perform. The job description will be reviewed regularly and may be changed in the light of experience and in consultation with the post-holder.

Key skills knowledge and experience

• Self-starter who is professional, time efficient, productive and positive with a can-do attitude 
• An experienced administrator used to working on their own initiative Experience in Finance administration and/or HR administration 
• Good office administrative skills, including experience of paper-based and electronic filing. 
• An experience of database management 
• Good communication skills, verbal and written 
• Fully computer literate and proficient in MS Office 
• Flexible attitude to working hours (may be required to attend out of office hour events and meetings) 
• Committed to the principles of equal opportunity and respecting diversity.
• The ability to work in a methodical style, ensuring good accuracy and completeness.

Desirable: 

• Experience of working in the charity sector 
• Knowledge of working with Accounting Software 
• Experience of working with a CRM System 
• Full driving licence and access to a vehicle

Contract: This is a grant funded post with funding secured until March 2025. It is anticipated funding will continue.

How to apply

Send CV’s and a cover letter, deadline for applications is Wednesday 22nd May 2024.