Business Support Administrator - BHF DSC
24 January 2025

Purpose of the post
The Business Support Administrator is a key member of the BHF team, providing dedicated professional and proactive diary management and administrative support to the Director of the Centre and the wider team as and when required.
Main responsibilities
Diary and email management
- Manage diary of the BHF Data Science Centre Director
- Manage and monitor the Director’s email inbox, in some cases use judgement to determine whether meeting requests are accepted/declined/forwarded.
- Highlight and flag all urgent and business critical emails.
Administrative and finance support
- Accurately format letters, emails and other correspondence as required
- Provide administrative support for invoicing and expenses as and when required
- Process the Director’s expenses and reconcile credit card expenditure, in line with company policy. Collate all credit card receipts and file in accordance with file naming protocols.
- Provide administrative support and cover for the BHF Data Science Centre and HDR UK during annual leave and absence.
- Provide general administrative support with items such as meeting preparation, printing documents, liaising with facilities, events and the people team
Travel and event planning
- Manage logistics for the Director’s travel, book flights, train tickets, taxis, accommodation, meeting venues
- Support compiling detailed itineraries and communicate clear and concise event/meeting details to the Director and team when required
- Provide support with co-ordinating team meetings and activities including room bookings, invites, preparation of agenda and circulating papers
- Assist in the planning of team events by booking venues, compiling responses, and helping to ensure the smooth running of the event.
- Provide meeting preparation support, online and/or in-person. When required attend meetings and work with the relevant team member(s) to collate agendas and papers
Ensure quality
- Work with other members of the team to improve internal ways of working, including documenting processes.
- Ensure all information (both written and verbal) is treated in a confidential and sensitive manner.
Experience/Skills
Essential
- Significant experience working in a similar role with both diary management and wider administrative responsibilities
- Significant experience of working with senior level stakeholders across a wide range of sectors
- Excellent attention to detail, spelling, and grammar
- The ability to be highly organised, self-motivated and prioritise workload effectively
- Strong verbal and written communication skills
- The ability to handle confidential information appropriately, with sensitivity and discretion
- The ability to work as part of a team and on own initiative
- Experience of working to tight deadlines with the ability to multitask whilst maintaining a high degree of accuracy
- Experience of accurate report writing
- Proficient IT skills, particularly Microsoft Packages
- Proficient in use of Teams, Zoom and other online platforms
Desirable
- Experience of working in a similar environment either a research Institute or University
Please note, as we are a UK-based organisation, applicants must be living in, and eligible to work in, the UK. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.
We politely request no contact from recruitment agencies or media sales. We do not accept speculative CVs from recruitment agencies nor accept the fees associated with them.