Business Support Manager / Company Secretary

Job Purpose: This role plays a vital part in the administration and effective running of the charity and ensuring that the office performs as a central support hub to all aspects of the organisation. Responsibilities include the coordination and implementation of office administration procedures and responsibility for specific projects and tasks such as Privacy Officer, HR function, Learning and Development and the role of Company Secretary.

Main Tasks and Responsibilities

• Undertake the role of Company Secretary, registering and removing Trustees to maintain accurate records with both Companies House and the Charity Commission. Complete the Charity Commission and Companies House annual returns. Ensure annual accounts are lodged with the Charity Commission. Attend and minute quarterly Board meetings and the AGM. Ensure that all records required by law for the charity are kept up to date and distributed to Trustees, Companies House and the Charity Commission
• Undertake the role of Privacy Officer and ensure GDPR, and cyber security, are maintained across all sites, and carry out an annual review of the Data Security and Protection Toolkit as required by funding providers
• Provide HR disciplinary administration support to include paperwork, invitations and note taking
• Undertake responsibility for an annual update of policies and procedures through document ownership, liaise with Work Nest for the update of the Health and Safety handbook and the Employee Handbook, ensure new legislation is reflected and fed back to the Management Team
• Connect with the Apprenticeship Service account, engage with training providers, reserve funding and complete applications in a timely manner, ensure leaver administration is carried out in a timely manner to prevent financial charges
• Arrange and renew all the company's insurance policies, providing updated details to brokers; submit insurance claims and follow up payments/repairs as required
• Arrange periodic renewal of energy contracts, making comparisons and finalising contracts to ensure value is maintained
• Coordinate IT support contracts, support teams with troubleshooting and reporting issues, arrange site visits
• Maintain relationships with Vocal Advocacy regarding Circle Meetings and People we Support having a voice regarding their care and support
• Induct new staff, particularly managers, in administrative procedures
• Using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Adobe Pro, etc., produce correspondence and documents and maintain presentations, records, spreadsheets and databases
• Arrange and keep records of all staff training, including in-house, online and external, and liaise with senior managers to ensure all required learning and development is reflected within the Workforce Development Plan
• Compile monthly KPIs supporting performance management, training statistics and learning and development
• Maintain office electronic and hard copy data and storage systems (i.e. SharePoint, CRM systems)
• Managing and maintaining office budgets as required, including ordering and maintaining stationery and equipment supplies, keep records of all purchases and reconcile company credit statement each month
• Effective communication and liaison with staff, people we support and their families, and with external contacts, attending meetings, as required
• Line management of direct reports, including regular supervision and monitoring performance and development
• Supervise administration team to ensure CDC is compliant with all aspects of data protection legislation and safer recruitment
• Undertake any other reasonable duties as required

Do you have experience in SharePoint?

Pulled from the full job description

• Referral programme
• Free parking
• Company pension
• Casual dress
• Health & wellbeing programme
• Company events
• On-site parking

Camphill Devon is a registered charity dedicated to providing accommodation and support for adults with learning disabilities. Our mission is to create a nurturing environment that empowers individuals to lead fulfilling lives.