Business Coordinator - Edinburgh, United Kingdom - National Trust for Scotland

Description

Job Description

This role directly supports the Director of A&S by providing daily administrative support ensuring effective delivery against directorate outcomes and Trust-wide business requirements.

This role is responsible for coordinating meetings, plans, action tracking, budget and information management across A&S and for its four departments of Communications, Fundraising, Marketing and Membership to ensure overall delivery against the Trust's Corporate Strategy and the directorate's own activity plans.

It acts as a directorate secretariat making arrangements and bringing together for cross-functional and interdepartmental initiatives and carrying out general administrative processes as required.

KEY RESPONSIBILITIES

• Support the Director of A&S to coordinate, track and report on business activity which fulfils the Trust and directorate strategies:

Overall tracking of financial transactions and procedures, monitoring and reporting at a whole directorate level. This includes providing support on the placement of purchase orders.

Data Protection as the directorate's data champion.

Information management, e-files & folders.

• Tracking of team compliance with mandatory training.

Tracking of risks which relate to the team.

Cyclical formal papers and reports to Board and Executive Committee (ExCo).

Coordination of any external and internal audit actions.

• Collate A&S objectives and activities into an operational plan; monitoring progress against the plan; reporting progress and liaising with senior colleagues on remedial actions or changes they need to make.
• Coordinate the A&S Planner driving timely input and update across each of the four A&S teams.
• Management of information, collaborative working on Microsoft Sharepoint/Teams file storage & sharing and associated operational guidance
• Document key Audiences & Support work-processes, analysing their effectiveness, and supporting team-leads with their continuous improvement.
• Support the Audiences & Support Director by dealing timeously with paper and email correspondence, telephone enquiries, organisation of meetings, events, lunches, travel, accommodation, diary management, taking/distributing meeting notes or actions, collating credit card transactions and the coordination and provision of support documents (e.g. files, reports, minutes, meeting papers).
• Maintain the Audiences & Support Outlook calendar (schedule key meetings, interviews, events, etc.)
• Supporting the wider directorate with (for example, but not limited to):
• Collaborative team events.
• On-boarding, induction, and training of new (Department) colleagues.
• General administration.