Business Support & Systems Officer

As a Business Support & Systems Officer at Athena Care Homes, you will be responsible for providing high-quality administrative, operational and systems support to the Executive Team., The Business Support & Systems Officer provides high-quality administrative, operational and systems support to the Executive Team. The role is responsible for managing executive diaries and meetings, producing management information and reports, maintaining business systems, reviewing and monitoring contracts, and driving efficiencies through the effective use of Microsoft 365, Microsoft Copilot and AI-enabled technologies.

The postholder will ensure executives are supported with accurate, timely information, help improve organisational processes through digital solutions, and maintain oversight of key contractual and business administration activities., Executive Support

Manage and coordinate diaries for members of the Executive Team.

Arrange and coordinate internal and external meetings, ensuring all logistics and documentation are prepared.

Prepare agendas, reports, presentations, briefing papers and meeting packs.

Attend meetings as required, taking accurate minutes and maintaining action logs.

Monitor and follow up on agreed actions arising from meetings.

Manage confidential information with professionalism and discretion.

Draft correspondence and communications on behalf of the Executive Team.

Business Reporting and Information Management

Produce regular and ad hoc reports for the Executive Team and senior managers.

Develop and maintain Excel-based reports, dashboards and management information.

Analyse and present data to support decision-making.

Ensure business records, databases and information systems are maintained accurately.

Support the preparation of performance reports and business updates.

Maintain document control and version management processes.

Systems and Digital Support

Act as a key user of Microsoft 365 applications, including Outlook, Teams, SharePoint, Excel, Word and PowerPoint.

Support the effective use of business systems and digital tools across executive functions.

Maintain templates, records and documentation that support business operations.

Assist with system improvements and process reviews.

Identify opportunities to simplify and automate administrative and reporting tasks.

AI and Continuous Improvement

Use Microsoft Copilot and approved AI tools to improve efficiency, accuracy and productivity.

Develop AI-assisted workflows, templates and reporting solutions.

Utilise AI tools to support report writing, meeting preparation, document drafting and data analysis.

Research and recommend new digital solutions that support organisational effectiveness.

Identify opportunities for automation and service improvement.

Champion the safe, effective and responsible use of AI technologies.

Contract Management and Support

Maintain a central register of organisational contracts, licences and key supplier agreements.

Monitor contract renewal dates and provide advance notification to budget holders and executives.

Review contracts and service agreements to identify key obligations, notice periods, pricing changes and renewal terms.

Support the Executive Team with contract administration, tender documentation and procurement activities.

Liaise with suppliers and internal stakeholders to obtain information relating to contract performance and compliance.

Assist in producing contract summaries and reports to support decision-making.

Maintain accurate records of contract approvals, variations and extensions.

Administrative and Business Support

Coordinate corporate records, schedules and administrative processes.

Support organisational projects through effective administration and action tracking.

Organise executive workshops, events and stakeholder meetings with hospitality.

Maintain filing systems and document repositories.

Provide flexible business support as required to meet organisational priorities.

GCSE English and Mathematics (Grade 4/C or above) or equivalent.

Relevant administrative, business support or business systems qualification, or equivalent experience.

Essential Experience

Experience supporting senior managers, directors or executive teams.

Experience managing complex diaries and coordinating meetings.

Experience producing reports, presentations and management information.

Demonstrable experience using Microsoft Copilot and AI-powered productivity tools in a business environment.

Experience using AI to improve efficiency, automate tasks or support decision-making.

Experience maintaining business systems, records and databases.

Experience reviewing, monitoring or administering contracts and supplier agreements.

Essential Skills and Knowledge

Advanced Microsoft Excel skills, including Pivot Tables, XLOOKUP/VLOOKUP, financial and operational reporting, and dashboard creation.

Strong knowledge of Microsoft 365 applications.

Strong working knowledge of Microsoft Copilot and AI-enabled workplace technologies.

Excellent organisational and prioritisation skills.

Strong analytical and problem-solving abilities.

Excellent written and verbal communication skills.

High attention to detail and accuracy.

Ability to review documents and identify key contractual terms and risks.

Ability to manage multiple deadlines and competing priorities.

Ability to maintain confidentiality and exercise sound judgement.

Desirable

Experience of Power BI.

Experience of Power Automate.

Experience of procurement processes and supplier management.

Experience supporting projects or business improvement initiatives.

Knowledge of governance or committee administration.

About Athena Care Homes:

Athena Care Homes is an award winning, family-owned business operating seven residential nursing homes in East Anglia where care and compassion runs through to our very core. There is a shared vision across all of our specialist care homes: we strive to provide happy, safe and comfortable care to every resident.

At Athena we celebrate everyone as an individual. Whether that's delivering authentic care, supporting our team to make moments for our residents and their loved ones, or whether that's learning and growing together.