Business Support Assistant

Overview

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

Salary: £30,500

Contract:Fixed-term contract to 31st March 2028

Working hours and pattern:35hrs, Monday-Friday, 9am-5pm (Some flexibility on start and finish times can be provided in discussion with your line manager).

Location:This role is typically based in our London office Monday-Thursday, with Friday working from home.

This role is eligible for our opt-in 4-day week working model, in which you may flexibly work a shorter working week at no loss in annual salary. The optional models for this role are:

• Monday-Thursday, 9am-5pm, Friday 9am-1pm
• Monday-Thursday, 9am-6pm, with Friday as a non-working day

Closing Date: Thursday 22nd October 9am

Interview: Thursday 29th October

Key responsibilities

Business support

• 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

Business Operations and office administration

• 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

Finance

• 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

Wellbeing

• 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

Team support

• 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.

If you’re detail-oriented, and ready to make an impact, we’d love to hear from you! 

To apply for this vacancy, please submit:

• 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

Equality and Diversity

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.

Right to work in the UK

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.

Use of AI tools in applications

We recognise that AI tools can support candidates in refining their job applications, particularly in improving clarity and language. If you choose to use AI to assist with your application, please remember that you are responsible for the content and quality of your application.

AI may be used to improve - but must not replace - your own voice and experience. Applications must reflect your own understanding, experience and suitability for the role. We encourage all applicants to review their submission carefully before sending.

Essential  

• Experience in an administrative role.
• Excellent organisational and communication skills.
• Proficient in using Microsoft office software.

• Problem-solving skills and ability to work independently.

Desirable   

• Experience in working in an office.
• Some experience supporting events.
• Some experience in finance administration. 

• Interest in the environment and/or ecology. 

4-day week

The BES offer a voluntary, opt-in 4-day working week model for all full time staff. Staff who opt-in may work 32 hours over 4 or 4.5 days at no loss of salary.

Leave

Employees receive 25 days annual leave, increasing by 1 each year to a maximum of 30 days, plus additional leave between Christmas and New Years.

The BES also offers a generous paid sick leave policy.

Pension

The BES contributes the equivalent of 8% of your annual salary into a sustainable pension fund. You are welcome to top this up at with your salary at your own discretion.

Well-being

The Society runs monthly well-being activities, including social trips, creative courses and sustainable gifts.

Our office

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.