Business Support Officer
Impellam · Southampton, England ·
Business Support Officer Contract Duration: 1 September - 7 December 2026 Location: Civic Centre, SO14 7LY Role Purpose The Business Support Officer will provide professional, flexible and customer-focused administrative support to internal and external customers.
The role will support day-to-day business operations, ensuring work is completed accurately, efficiently and within agreed timescales. Key Responsibilities Administration & Business Support Provide administrative support to managers, colleagues and service teams.
Prepare letters, reports, presentations, spreadsheets and other documents. Undertake word processing, filing, scanning, photocopying and document circulation. Maintain accurate electronic and paper records. Process routine correspondence, forms and documentation.
Manage competing priorities and meet deadlines. Customer Service & Communication Deal professionally with customers, colleagues and external stakeholders by telephone, email and face-to-face. Respond promptly to enquiries and service requests.
Provide clear, helpful and solution-focused information. Adapt communication to different audiences and customer needs. Escalate complex or sensitive matters where appropriate. Build positive working relationships. Data & Records Management Collect, record, input and maintain accurate information across databases, spreadsheets and business systems.
Update customer, case and transaction records. Run reports and prepare correspondence using available information. Carry out basic data quality checks and correct or escalate errors. Maintain effective filing, retention and document management systems.
Handle confidential information in line with Data Protection, Information Governance and Information Security requirements. Assist with Freedom of Information requests by locating and collating relevant information. Meetings & Events Organise meetings, arrange rooms and equipment, and coordinate attendance.
Prepare and circulate agendas, papers and presentations. Record and distribute actions, decisions and follow-up information. Support workshops, training and other business events. Applications & Processing Receive, validate and process applications, requests, passes, permits and checks.
Check documentation for completeness and accuracy and request further information where necessary. Maintain accurate records and process requests within agreed timescales. Escalate discrepancies or issues appropriately. Financial & Office Administration Support routine financial administration, including purchase orders, invoices, payments, expenses and petty cash where required.
Maintain appropriate financial records and support reconciliation/reporting activities. Identify and escalate financial discrepancies. Support the smooth running of the office, including supplies, equipment and general operational arrangements.
Provide flexible administrative cover when required. IT Skills Practical experience using: Microsoft Word, Excel, Outlook, PowerPoint and Teams. Email and calendar systems. Spreadsheets, databases and document management systems.
Customer/case management and other business-specific systems. The ability to learn and use new systems quickly is essential. Essential Qualifications & Experience Good general level of education with strong written English and numeracy skills.
Demonstrable experience in administration or business support. Experience supporting teams, services or individuals. Professional experience using Microsoft Office. Experience with data entry, records management and document administration.
Experience preparing correspondence, reports or presentations. Experience dealing with internal and external customers. Ability to organise meetings and manage competing priorities. Ability to handle confidential information appropriately.
Strong attention to detail, accuracy and organisational skills. Ability to work independently and collaboratively.
Desirable
NVQ Level 1 or equivalent in Business Administration, Customer Service or a relevant discipline. Communication & Organisation The successful candidate will demonstrate: Clear, professional and confident communication skills.
Strong customer service and relationship-building skills. Excellent organisation and time management. Ability to prioritise multiple tasks and meet deadlines. Ability to work accurately under pressure. Personal accountability and ownership of work.
Essential Behaviours Demonstrates integrity, professionalism and accountability. Works collaboratively and respects different views. Takes responsibility for personal development and acts on feedback. Adapts positively to change and new ways of working.
Looks for opportunities to improve processes and services. Maintains high standards of customer service. Builds effective relationships based on trust and respect. Guidant, Carbon60, Lorien & SRG - The Impellam Group Portfolio are acting as an Employment Business in relation to this vacancy.