Business Support Manager

To lead and develop the Business Support Team in providing a robust support across finance and budgeting, recruitment

and onboarding, executive/Board administration, internal communications, and the coordination of meetings, rooms

and events.

Ensuring strong governance, risk management and compliance arrangements, including Data Protection Officer

responsibilities (UK GDPR), oversight of DBS processes, supplier and contract management, administration of core

systems and technology and day-to-day management of Ethelbert Road (and any additional premises), addressing health

and safety requirements.

To work collaboratively with colleagues and stakeholders, modelling Bromley Y values and a commitment to equality,

diversity and access for all. The role is primarily delivered digitally/remote with on-site working at Ethelbert Road as

required, and requires flexibility to meet organisational needs.

MAIN DUTIES

Ensure with the CEO, SLG and the organisation has sufficient resources such as personnel, material and

equipment

Ensure that PA and administrative support to the Senior Leadership Team and Board of Trustees is provided

Aid the CEO and Clinical Director in producing reports and writing or supporting with other key documents

including risk assessments, audits, process maps, policies, procedures, and guidance.

Support the CEO and Leadership Group through ensuring the provision of high quality PA duties and

comprehensive administrative services including but not limited to: scheduling meetings, agendas, papers,

disseminating reports, arranging hire of venues, taking minutes, and undertaking appropriate actions.

Ensure all business activities adhere to legal guidelines and policies

Supporting the CEO with developing a comprehensive business budget and perform periodic budget analyses

Support recruitment/hiring and on-boarding of new employees, volunteers, self-employed workers

Support the CEO with designing business strategies and plans to meet organisational goals

Seek ways of improving how the organisation operates

Respond to inbound enquiries in a timely manner

To be forward thinking and be a part of idea generation and innovations

To develop knowledge and ethos of the new service within your team and establish a centre of excellence

To promote, manage and develop best practice working routines throughout the team

Lead by example to set the standards of conduct and performance in delivering a high level of service and

professionalism

FINANCE

Liaise with Finance, HR, and other teams as necessary-review outstanding items and support prompt payment

processing.

Support budget and finance activity including purchases, credit card reconciliation and responding to ad-hoc

finance queries.

Check and approve supplier invoices for payment; liaise with suppliers to resolve queries and chase

outstanding invoices.

Maintain an asset register for laptops/PCs/mobile phones, including allocation tracking and coordination with

finance/accounting records.

SYSTEMS & TECHNOLOGY

Act as supplier liaison for IT/telephony/printing, attending review meetings and supporting improvement and

replacement planning.

Provide first-line IT support for account changes/approvals, equipment faults and onboarding, liaising with

external support as required.

Coordinate ordering, setup and delivery of IT equipment for new starters and replacement/upgrade cycles in

line with budget and business need.

Administer telephony users and messaging, including updating answerphone/closure messages (e.g., holiday

periods) in line with business need.

Provide system administration and user support for the RIO electronic patient record system, including

account setup, permissions and password resets.

Liaise with the electronic Patient Record (EPR) supplier/account manager and attend internal meetings to

review change requests, data issues and service improvements.

MEETINGS & EVENTS

Coordinate room bookings and event logistics (internal and external venues), including invoicing, liaison

external teams, printing, refreshments, communications, technology and risk assessment needs.

Provide assistance as required to the Policy and Governance Lead in the delivery of high quality support to the

Chair of Trustees and Board of Trustees, including but not limited to: scheduling meetings, agendas, papers,

disseminating reports, arranging venues, and taking minutes at the Board of Trustees Meetings, Finance and

Safeguarding Committee meetings, and undertaking appropriate actions.

DISCLOSURE & BARRING

Oversee the DBS checking process for staff, consultants, trustees and volunteers, including ID verification,

complex application support, liaison with DBS/provider portal and approval of DBS invoices.

Maintain accurate DBS records and tracking (e.g., spreadsheet log) and ensure timely renewals/updates.

2

HEALTH & SAFETY

Support organisational health and safety activity, including coordinating routine checks, training, logging issues

and progressing actions with contractors/providers.

Liaise with external health and safety advisers to coordinate annual fire and general risk assessments and

associated actions such as fire drills.

To be responsible for the day-to day management of Ethelbert Road (and any other additional buildings ensuring

that any health and safety concerns are addressed).

DATA PROTECTION

Act as Data Protection Officer, managing the DPO mailbox and coordinating responses in line with UK GDPR.

Manage Subject Access Requests, maintaining a log, preparing documents and ensuring accurate, timely

disclosures in accordance with policy and statutory timescales.

Manage data breach reporting and escalation, including liaison with the ICO where required.

Ensure compliance with data protection and GDPR requirements

MANAGEMENT RESPONSIBILITIES

To manage work allocation within the service adhering to the established protocols.

To manage staff within the service, allocating work in line with agreed workloads

To provide 1:1 management supervision for all staff within the service

To report to the CEO and Board of Trustees on service activity

To discharge Bromley Y duty of care to staff in line with the policies and procedures

To ensure that all staff keep accurate and appropriate records, providing information for monitoring and

evaluation as required by Bromley Y policies and procedures and in line with good practise.

To ensure that all staff in the service comply with all organisational policies and procedures and the staff Code

of Conduct.

To identify staff training requirements and to lead, participate in and actively contribute to individual

supervision, training and team meetings as required.

To ensure staff work in accordance with the Bromley Y s objectives, values and policies.

Lead and promote the work of Bromley Y and encourage positive understanding, awareness and attitudes

To provide support and guidance to others with the aim of improving skills, and knowledge

To lead and participate in team and service meetings as required.

To contribute to the evaluation of all areas of service delivery, client and professional satisfaction and the impact

of interventions.

EDUCATION AND TRAINING

Identify training needs across the supervisees.

Attend locally and nationally organised training appropriate to the work role

To ensure knowledge and skills are continuously developed and maintained at a high level of competence.

Bromley Y is a long-established charity based in Bromley that values the voices of Children, Young People (CYP), their families (parents) and/or carers as well as partner agencies. We are a Mental Health and Emotional Wellbeing Service based on the principles of IThrive and committed to increasing access to psychological therapies. Bromley Y delivers early help and prevention to those in need. We are very proud to offer a range of therapeutic approaches, from 1:1 evidenced based interventions to group work, digital support, webinars, mentoring and social prescribing.

Experience