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The Business Services Manager will oversee the administration and day-today management of the Dundee HQ, ensuring a well-organised and efficient working environment.
Key Tasks and Responsibilities
1. Facilities Management
- Oversee the day-to-day operations and upkeep of the Dundee HQ.
- Ensure the proper maintenance and functionality of all facilities, including building repairs, security, and equipment.
- Liaise with external contractors and suppliers to manage building services including cleaning, utilities, and waste management.
- Monitor and manage office supplies and equipment inventory to ensure smooth operational activities.
2. Health & Safety
- Act as the main point of contact for all Health & Safety matters.
- Ensure the charity is compliant with all local, national, and internationalhealth and safety regulations.
- Conduct risk assessments and ensure that all safety policies andprocedures are up to date and communicated across the organisation.
- Provide training and guidance to staff regarding Health & Safety bestpractices and emergency protocols.
3. Travel Coordination
- Manage complex international travel arrangements for staff andvolunteers, including booking flights, accommodations, and ground transportation.
- Ensure travel plans are in compliance with relevant visa, vaccination, andinsurance requirements.
- Liaise with travel agencies, embassies, and insurance companies to ensuresmooth and compliant overseas operations.
- Keep track of travel schedules and maintain travel records.
4. Administrative Support for the Director of Operations
- Manage the Director of Operations' calendar, including schedulingmeetings, appointments, and travel itineraries.
- Prepare briefing documents, reports, and meeting agendas as required bythe Director of Operations.
- Provide general administrative support, including handlingcorrespondence, processing expenses, and maintaining records.
5. Office Administration
- Oversee the day-to-day administrative functions of the Dundee HQ,ensuring the office operates efficiently.
- Manage reception duties, ensuring a professional and welcomingenvironment for visitors and staff.
- Ensure the effective organisation and filing of documents, both digital andphysical.
- Assist with the organisation of meetings and events held at the DundeeHQ.
- Collaborate with finance and HR departments to support general officeoperations, including payroll, invoicing, and staff onboarding.
