Business Support Coordinator

Job Title: Business Support Coordinator
Location: Prestige Support Centre, Epsom, Surrey
Salary: £25,000 – 27,000pa depending on experience
Hours: Full time, Monday to Friday 9-5

Life at Prestige:

People are at the very heart of Prestige, and we want to make life better for them. As a Business Support Coordinator, you’ll grow and develop in an exciting business that puts people at the centre of everything we do.

We offer a supportive working environment with lots of potential for learning and development and a friendly, agile and flexible working culture.

Prestige Nursing & Care has provided home care for over 75 years and we have 30 local offices in England and Scotland. Our aim is to lead the care industry by providing high quality, personalised and specialist services to our clients.

Your role at Prestige:

We are looking for a highly motivated individual to join us in supporting our branches and central office team within Prestige Nursing & Care. The role includes (but not limited to) day to day enquires, building maintenance, office relocations, branch ordering, general admin, keeping internal systems up to date, along with supporting various other teams within the organisation for any enquires that may arise. If you are resilient, organised, self motivated and great at communicating then this role will be perfectly suited to you.

• Extensive calendar management, including meeting coordination, both internally and with executives and assistants throughout the company and on occasion external businesses.
• Administrative duties, such as: arrangement of international and domestic travel, filing, screening calls, taking messages, and making catering arrangements for meetings, post room and courier management, ordering supplies and managing the office car park
• Assisting Property and Facilities manager with facilities management including liaising with the landlord and service providers for head office
• Arrange logistics for onsite and offsite meetings; negotiate with suppliers for meetings and other needs including making travel and accommodation arrangements
• Maintain team distribution lists and the organisational chart for the business
• Provide holiday or equivalent cover for Property & Facilities Manager
• Supporting branch managers with general requests and maintenance requirements
• General office support as required
• Maintain records & databases for all building compliance across central support office and branch network

Responsibilities:

• Receiving central telephone calls, directing, and taking messages
• Excellent customer service and communication skills to handle all enquiries
• Organising courier bookings for central support office and branch network
• Meeting co-ordination including equipment and food beverages supplies
• Greeting visitors to Prestige Nursing & Care central support office
• Opening all incoming post and allocating to the relevant person / department
• Maintaining office procedures and systems
• Maintaining property management systems
• Assisting with general enquiries from branch managers and the wider Regional operations team
• Organise service visits for training equipment across our branch network
• Working closely with the quality team to ensure the highest standard of H&S and compliance is met across our branch network
• Overseeing the relationship with outsourced cleaning providers
• General and company-branded stationary order management for central support office and branch network
• Providing support to the Branch network including equipment and supplies
• Responsible for company archiving including allocating archive box numbers
• Assisting Property & Facilities Manager with branch office moves and advising all relevant parties, updating accounts and suppliers with new information
• Assisting Property & Facilities Manager with all building maintenance across our branches, including liaison with landlords, reporting any building issues and organising relevant repairs and maintenance, fire extinguisher servicing, lift maintenance, overseeing office cleaning
• Co-ordination of central support office and branch car parking
• Managing the central support office notice boards
• Supporting with general office duties as required including general correspondence, photocopying, e-mailing, preparing letters, reports and presentations, shredding and faxing
• Uniforms ordering for our carers and nurse colleagues, obtaining payments, dealing with queries and supplier management
• Supporting Property & Facilities Manager with supplier relationships including reviewing existing contracts, negotiating contract renewals, and conducting market reviews
• Managing supply including stationery, kitchen and office supplies, travel
• Management of reception@, info@ and facilities@ email account which represents the first and main point of contact to the company, responding and appropriately dealing with enquiries
• Ensuring the main office, meeting rooms, board room, kitchen areas and storage areas are clean and tidy at all times

Accountabilities:

• Research, identify and propose new office locations with support of your line manager
• Driving the business forward in all areas of safety and compliance
• Liaise closely with operational managers to ensure efficient planning of any relocations.
• Ensure the continual development of our central support office
• Supporting branches to identify and maintain compliance
• Ensure effective communication between the branch network and the management teams in all areas of business support

Person Specification:

Essential

• Adaptability – can change direction quickly as priorities shift
• Experience of supporting groups of people of increasing seniority and complexity
• Comfortable in booking complex travel and organising meetings along with creating travel itineraries
• Can take full ownership for managing multiple diaries, calendars and room bookings
• Proven experience in taking initiative and acting independently without direction
• Fully conversant in Office 365 applications
• High levels of attention to detail, and the ability to handle sensitive and confidential information
• Excellent customer service and communication skills
• Have the ability to work with various personality types and be an effective virtual assistant if required
• Able to meet deadlines and sudden changes in an organised manner
• A friendly and professional attitude

Desirable

• Experience of or motivation to work in the health & social care sector
• Ideally exposure to a complex operational, multi-site and contract driven business
• Commitment to improve and identify areas of opportunity for self-development
• Strong commercial awareness
• Experience of project management and programme control
• Educated to degree level or equivalent

Competencies & Behaviours:

• Resilience, energy and drive
• Professional, friendly and can-do attitude
• Excellent customer service and communication skills
• Computer literate in Microsoft Office
• Ability to work on own initiative
• Excellent organisational and prioritisation skills
• Smart, professional appearance
• A team player with the ability to work with colleagues at all levels of the business
• High levels of personal integrity

What we offer:

• A competitive salary
• 28 days annual leave (includes Bank Holidays) increasing every year by 1 to the maximum of 33 days over 5 years’ service.
• An additional day off for your Birthday
• Blue Light Card
• Refer with the Care Friends mobile app and earn extra money
• Cycle to Work scheme for our Head Office, Regional and Branch staff
• Long Service Awards
• Workplace Pension
• Employee assistance programme (EAP) – confidential phone line and online support and resources available to you and your loved ones 24/7
• A range of Family Friendly Benefits – designed to offer you more support, flexibility, and additional time off when you most need it.
• Annual leave purchase (ALP) scheme
• Supportive working environment with ongoing learning and development opportunities.
• A friendly, agile and flexible working culture
• A range of Family Friendly Benefits – designed to offer you more support, flexibility, and additional time off when you most need it.
• Annual leave purchase (ALP) scheme

Please note:

In line with CQC & Care Inspectorate regulations, we require and will undertake Enhanced DBS/PVG, Right to Work, Reference and Employment History checks in line with Government guidelines for this role and safer recruitment best practice.

Whilst we endeavour to keep the recruitment process as short as possible, due to the nature of these important checks there may be extension to timelines.

All our clients are equally entitled to have their needs met in a safe, fair and balanced way. Prestige Nursing & Care colleagues are responsible for promoting Equal Opportunities for all and for challenging any behaviour or practice which discriminates against any client or colleague on the grounds of race, religion, disability, age, gender, sexual orientation, identity or any other perceived difference.

We reserve the right to close this position early.

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