Guidant Global
Business Support Officer
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Business Support Officer
Contract Duration – 1st September – 7th December 2026
Location – Civic Centre, SO14 7LY
Role Purpose
The Business Support Officer will provide a professional, flexible, and customer-focused administrative support service to internal and external customers. The role will provide day-to-day business and operational support across a range of services, ensuring work is completed accurately, efficiently, and within agreed timescales. The post holder will manage a varied workload including administration, customer service, data entry, records management, meeting support, applications processing, financial administration, and general office support.
Key Responsibilities
Administration and Business Support
- Provide comprehensive administrative support to managers, colleagues, and service teams.
- Prepare letters, reports, presentations, spreadsheets, and other documents.
- Undertake word processing, photocopying, scanning, filing, and document circulation.
- Maintain accurate electronic and paper records.
- Process routine correspondence, forms, and documentation.
- Manage competing priorities and complete work within agreed deadlines.
- Ensure all work is accurate and meets required standards.
Customer Service and Communication
- Communicate professionally with customers, colleagues, managers, and external stakeholders by telephone, email, in writing, and face-to-face.
- Respond to enquiries and service requests promptly and courteously.
- Keep customers informed about progress and provide appropriate solutions.
- Adapt communication to suit different audiences and customer needs.
- Escalate complex or sensitive issues when required.
- Build positive and professional working relationships.
Data and Information Management
- Collect, record, compile, and input information manually and electronically.
- Maintain accurate and up-to-date databases, spreadsheets, and business systems.
- Enter, retrieve, and update customer or case information.
- Run reports and prepare correspondence using available data.
- Use mail merge and Microsoft Office functions where required.
- Carry out basic data quality checks and correct or escalate errors.
- Maintain accurate records of requests, applications, and transactions.
Records, Data Protection, and FOI
- Maintain effective electronic and paper filing systems.
- Organise, store, retrieve, and archive documents.
- Follow records retention and document management procedures.
- Handle confidential and sensitive information securely.
- Comply with Data Protection, Information Governance, and Information Security requirements.
- Assist with Freedom of Information requests by locating and collating relevant information.
- Ensure information is handled and provided within required procedures and timescales.
Meetings and Events
- Organise and coordinate meetings involving internal and external participants.
- Arrange meeting rooms, equipment, and attendance.
- Prepare and circulate agendas, papers, presentations, and supporting documents.
- Provide administrative support during meetings where required.
- Record and distribute actions, decisions, and follow-up information.
- Support workshops, training sessions, and other business events.
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Applications and Processing
- Receive, assess, validate, and process applications, requests, passes, permits, and checks.
- Check documentation for completeness and accuracy.
- Use relevant IT, scanning, and document management systems.
- Request additional information where required.
- Maintain accurate records of applications and outcomes.
- Process requests within agreed timescales and escalate discrepancies appropriately.
Financial Administration
- Support routine financial administration, including purchase orders, invoices, payments, expenses, recharges, and petty cash/imprest arrangements where required.
- Process financial documentation accurately and in accordance with relevant procedures.
- Maintain appropriate financial records.
- Support reconciliation and reporting activities where required.
- Identify potential cost savings and escalate financial discrepancies.
Office and Operational Support
- Support the smooth day-to-day running of the office or business support function.
- Operate standard office equipment and report faults.
- Maintain office information, notice boards, and documentation.
- Assist with office supplies and general operational arrangements.
- Provide flexible administrative cover and support colleagues when required.
IT Skills
The post holder should have practical experience using:
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Microsoft PowerPoint
- Microsoft Teams
- Email and calendar systems
- Spreadsheets and databases
- Document management systems
- Customer/case management systems
- Other business-specific IT systems
The ability to learn and use new systems quickly is essential.
Essential Qualifications
- Good general level of education.
- Good written English and numeracy skills.
- Ability to understand and produce accurate written information.
Desirable: NVQ Level 1 or equivalent in Business Administration or a relevant administration/customer service qualification.
Essential Experience and Skills
- Demonstrable experience providing administrative or business support.
- Experience supporting a range of services, teams, or individuals.
- Experience using Microsoft Office in a professional environment.
- Experience maintaining records and databases.
- Accurate data entry and document management experience.
- Experience preparing correspondence, reports, and presentations.
- Experience dealing with internal and external customers.
- Ability to organise meetings and administrative activities.
- Ability to manage competing priorities and deadlines.
- Ability to handle confidential information appropriately.
- Strong attention to detail and accuracy.
- Ability to work independently and as part of a team.
Communication and Customer Service
The successful candidate must be able to:
- Communicate clearly and professionally.
- Tailor communication to different audiences.
- Listen and respond appropriately to customer needs.
- Deal confidently with enquiries and service requests.
- Provide helpful and solution-focused customer service.
- Maintain professionalism in challenging situations.
- Build effective relationships with colleagues and stakeholders.
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Organisation and Time Management
The post holder must demonstrate:
- Strong organisational and time-management skills.
- Ability to prioritise workloads.
- Excellent attention to detail.
- Ability to meet deadlines.
- Ability to manage multiple tasks effectively.
- Ability to take ownership of work.
- Ability to check work thoroughly for accuracy.
- Ability to work effectively under pressure.
- Ability to recognise when advice or escalation is required.
Essential Behaviours
- Takes personal accountability for actions and decisions.
- Takes ownership of tasks and commitments.
- Maintains high levels of integrity and professionalism.
- Takes responsibility for personal development.
- Seeks, accepts, and acts on feedback.
- Works collaboratively with colleagues.
- Listens to and respects different opinions.
- Actively seeks opportunities to improve processes.
- Adapts positively to change and new ways of working.
- Sets high standards of customer service.
- Builds relationships based on trust and respect.
- Contributes positively to team objectives.
Compliance
The post holder must comply with relevant organisational policies and procedures covering:
- Health and Safety
- Data Protection
- Information Security
- Confidentiality
- Records Management
- Financial procedures
- Equal Opportunities
- Customer Service
- HR policies and procedures
The post holder must ensure confidential and personal information is only accessed, used, and shared appropriately.
Equality and Inclusion
The post holder must treat all customers and colleagues fairly, respectfully, and professionally, recognise different needs, and support inclusive working practices.
Performance and Development
Performance will be reviewed against agreed objectives covering:
- Customer: Quality, responsiveness, and customer satisfaction.
- Team: Collaboration, communication, and contribution to team objectives.
- Operational: Accuracy, efficiency, compliance, and effective use of resources.
- Personal: Training, skills development, feedback, and Continuous Professional Development.
Flexibility
The duties listed are not exhaustive. The post holder may be required to undertake other reasonable duties consistent with the level and nature of the role. The successful candidate must be flexible and able to adapt to changing priorities, systems, processes, technology, and business requirements.
Ideal Candidate
The ideal candidate will be an organised, reliable, accurate, and customer-focused administrator with strong communication, IT, and business support skills. They will be confident managing records and data, preparing documents, supporting meetings, dealing with customers, processing applications, and completing routine financial and administrative tasks. They will demonstrate excellent attention to detail, personal accountability, teamwork, integrity, adaptability, and a proactive approach to improving services.
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