Business Support Co-ordinator

Global Underwater Hub

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The primary focus of theBusiness Support Co-ordinatoris to provide a professional and welcoming environment for users of GUH’s north of England office in Newcastle, including ensuring high standards of facility presentation as well as supporting company operations by maintaining office systems and supervising smooth running of day-to-day operations.

This role will be very much front of house focussed and so a welcoming confident persona is required to greet and direct visitors to the office. This is a varied role that will also include event and membership support.

Key Accountabilities:

• Perform front of house functions, providing welcome and direction to all members / visitors, including but not limited to:
  • With support from the regional membership manager, managing the Hub diary including meetings, events and hot desking
  • Registration of all visitors to the site
  • Providing hospitality for meetings by ensuring appropriate provisions are offered/made available to visitors
  • Arranging suitable catering when appropriate
  • Setting up and clearing up of all public spaces and meeting rooms
  • Being responsible for the security of the building during office hours.
• Ensure the smooth running of the office and provide administrative support when required to any member of the team
• Answering the telephone in a friendly and efficient manner and taking messages as appropriate
• Support the Events team in organising and running UK wide and North based events where required (this may include external locations and other geographic locations on occasion)
• Lead on office related remedial tasks (for example repairs/ site audit/ maintenance) with support from Aberdeen office management.
• Assist with Health and Safety matters, including Office logistics and HSE inductions for new starts, managing local H&S annual audit requirements with support and guidance from the Aberdeen office manager.
• Managing contracts for general office maintenance
• Document control – assist in maintaining suitable electronic filing for all office documentation
• Assist with room booking requirements when requested.
• Maintain the north of England team’s project planner as required
• North of England membership support as required (with support from membership team)
• Local induction responsibilities
  • Custodian of the Office Logistics and HSE induction process for all new local staff members with support as required from Aberdeen office manager.
  • Support the HR Manager as required with local HR inductions for new starts
• Filing/Archiving as required
• Logging incoming mail/Franking of outgoing mail
• Keeping the main office and the kitchen facility clean and tidy
• General administration including control of items such as stationery and catering supplies
• Any other appropriately agreed duties as directed by the Regional Director, Finance Director, Chief Executive or other senior management. Day to day line management reporting will be to the Regional Manager (North),
• Liaise and work with Aberdeen office manager to ensure consistency of approach to all relevant functional policies, processes and procedures across the UK organisation

GUH core values

• Trustworthy– We are an open and welcoming organisation
• Strategic– We are an intelligence led organisation providing stakeholders with access to information relevant to the underwater marketplace.
• Expertise– We are industry subject matter experts, providing specialist knowledge of all sectors of the underwater industry
• Insightful– We ensure our stakeholders have access to relevant data and market analysis to allow them to harness opportunities in a growing global marketplace
• Collaborative– We work across industry sectors to facilitate and support collaboration with colleagues and stakeholders.

All our activities are underpinned with a demonstrable focus on our own personal health and safety and the health and safety of our colleagues and stakeholders. We always demonstrate safety leadership in our words and actions.

Person specification

Qualifications and experience

• NVQ level 3 or ONC standard in a related subject or equivalent relevant experience in a “front of house”, administrative or business-related discipline
• Demonstrable experience in administrative management of documentation and information management
• Demonstrable knowledge and experience of IT systems, Records & Document Management Systems and Microsoft Office applications
• Demonstrable relevant experience in a similar role / environment
• Has been exposed to underwater business environments
• Demonstrable relevant experience of managing contracts and relationships with external service providers

Person specification Qualifications and experience

• NVQ level 3 or ONC standard in a related subject or equivalent relevant experience in a “front of house”, administrative or business-related discipline
• Demonstrable experience in administrative management of documentation and information management
• Demonstrable knowledge and experience of IT systems, Records & Document Management Systems and Microsoft Office applications
• Demonstrable relevant experience in a similar role / environment
• Has been exposed to underwater business environments
• Demonstrable relevant experience of managing contracts and relationships with external service providers

Specific training / specialist skills

• Ability to manage multiple projects at the same time
• Personal computer proficiency, Microsoft Office 365 skills essential

Personal skills

• Must portray a confident, friendly and professional, corporate image to all visitors when representing the GUH in the office and while working away from the office
• Systematic approach to work activities
• Good time-management and organisational skills
• A strong team player
• Self-motivated and capable of working on own initiative
• Good time management skills with the ability to effectively prioritise key activities and manage the needs and requirements of multiple stakeholders
• Has demonstrated / commands respect from peers and demonstrates the ability to lead, motivate and develop diverse staff
• High level of integrity and discretion in dealing with sensitive information
• A keen attention to detail
• Excellent verbal communication and interpersonal skills

Next steps

If you are interested in applying for this role, please send a CV and covering letter toRicci Boston, Regional Director (North of England), Global Underwater Hub – .

If you have any requirements or adjustments that you may need assistance with throughout the application process, please contact Angus Brechin or call .