Work For Us

Work For Us

Please see our current vacancies below, where no vacancies are listed please feel free to send your CV to  enquiries@foodanddrinkforum.co.uk for us to keep on our records for future roles.

Role Title:                               FEAST2 Business Support Assistant

Site / Location:                       Nottingham, NG5 9RG

Term:                                      Fixed Term until March 2022 (with possible extension)

Anticipated start date:          June/July 2021

Duration:                                Fixed Term until March 2022 (with possible extension)

Salary Range:                           Dependent on experience

Holiday Allowance:                25 Days + 8 Banks Holidays

Health Benefits:                     Flexible benefit package & additional 3 days absence leave after 1 yr.

DATE ADVERTISED:                         18.06.2021                          

CLOSING DATE:                                 Upon finding a suitable candidate

 Overall Job Purpose

The post holder will support Managers delivering our ERDF FEAST2 project, which is a program of support for food and drink manufacturers.  The role will provide critical support in all areas of administration and compliance relating to grant processing, client account management, targets and reporting, events, business support and other day-to-day project management activities.

Role Requirements

The role requires an individual to act as the day-to-day contact for critical aspects of administration and compliance for project activity and reporting. The post holder will be required to engage with FEAST2 clients regarding project administration activities. The role will be required to deliver a professional approach and accurate administration and co-ordination that follows quality management principles:

  • Maintaining records and liaising with appropriate colleague teams to ensure that the database, financial controls, and project reporting is accurate and timely, ensuring all paperwork is completed correctly and accurately meeting EU audit requirements.
  • Monitoring and checking the completion of project documentation, including grant processing, by project staff to help minimise errors and gaps in information.
  • Liaising with ERDF project staff to ensure best working practices are adhered to.
  • Co-ordinating the completion and submission of timesheets and assist project staff in the preparation of reports.
  • Maintaining detailed documentation and database logs relating to each client, including registration documentation, datasets, grant finances and project outcomes
  • Communicating with staff, partners, and businesses regarding the project via email, telephone, and in person.
  • Ensuring a clear audit and accountability trail with each submission which ties back to activity.
  • Development and improvement of effective internal processes, procedures and claim audits.
  • Maintain all project timesheets, project sheets and administration by required deadlines.
  • Monitor and report on targets and own performance as required.
  • Completion of standard operating procedures.
  • Other activities to support team members may include but are not limited to; general office  cover, minute taking, facilities management, event management, marketing and PR activity and support, general housekeeping, and hospitality tasks, as well as any other tasks required to support the team.
  • Self-development.

Other Specific Duties:

  • To be accountable for delivering all areas of the job role whilst being flexible to support others and to undertake any commensurate tasks, other duties, or role, as appropriate, that may be required from time-to-time to support the organisation.
  • Be responsible for the health and safety of self and others, ensuring work areas are clean, tidy and free from obstruction and to contribute to assessment and reporting of risks in/on the premises.
  • Demonstrate action toward the Forum’s equality policy and actively promote and adhere to all policies.
  • To play a full part in the life of the Forum and its community, to support its distinctive aim and ethos and to encourage staff to follow this example and work well with others
  • To work towards objectives and targets, as identified in the Performance Management process, completing the cycle annually.
  • To maintain and update ‘Standard Operating Procedures’ for all allocated tasks.
  • To show a record of excellent attendance and punctuality.

Principle Duties / Responsibilities:

PART 2 – GENERAL DUTIES, RESPONSIBILITIES AND ACCOUNTABILITY

 Duties

Responsibilities & Tasks

FEAST2 Support

·         Processing Grant Funding Applications & Issuing Grant Offers

·         Providing Policy Info to SMEs

·         Checking for ERDF Updates

·         Preparation of Quarterly Monitoring Report for the D2N2 Growth Hub

·         Distributing SME Grant Posters & Tracking Incoming Paperwork

·         Liaison with Project Partners in Areas Such as Grant Spend

·         Preparing and Issuing De Minimis Letters

·         Liaison with SMEs regarding C8 and C29 Outputs (through Mail Merge)

·         Grant Paperwork Filing

·         SME Paperwork and Claim Auditing

·         Chasing SMEs for Grant Spend

·         Assisting Project Team Members with Timesheets

·         Processing SME Enrolment and Output Paperwork

·         SME Company Hours Reporting

·         Preparation of Quarterly DMS Report

Administration/HR

·         Preparing the Internal Activity & Communications Report

·         Logging Incoming Post

·         Recording Staff Holidays and Absence

NOTE: Administration maintenance is required in both hard copy format as well as updating either or both the Management Information System and the FDF Database.

Facilities

·         Taking Weekly Meter Readings

·         Undertaking a Weekly Site Inspection incl. fire alarm check

·         CCTV Management

·         Liaising with Site visitors / Contractors & Managing the Site Maintenance Schedule

·         Ensuring the Business Centre Remains Clean and Tidy

·         Setting Up / Cleaning Down Meeting Rooms for Staff & Visitors

·         Gathering Quotes from Suppliers / Contractors

·         Reporting Site Issues to the Site Landlord and Managing the Site Defect Log

Reporting and recording

·         Monitoring and Reporting of Own Targets and Diary Management

Health, Safety and Welfare

·         Be responsible for the health and safety of self and others, ensuring work areas are clean, tidy and free from obstruction and to contribute to assessment and reporting of risks in/on the premises and participating in regular systems testing, reviews and audits

·         Relevant H&S and risk assessment training to be conducted and updated regularly

·         Reporting and documenting all activity such as accidents, incidents and complaints

·         Continual professional development of self and others as required within H&S

·         To complete risk assessments in your department and ensure safe systems of work

Legal compliance of statutory requirements 

·         Adhering to all legal compliance and statutory requirements including, but not limited to, evidence of insurances, undertaking and adhering to risk assessments and signage, as well as updating, maintaining and promoting to others of the Company’s standard operating procedures, GDPR, health, safety and welfare responsibilities and Company policies and procedures and familiarisation of all security and fire alarms including testing

Care must be taken to ensure that operational practices, processes and deadlines are in line with all legal, statutory and EU legislation and regulations and other funding requirements.

Personal Development

·         Monitor and report on targets and own performance as required

·         Participate fully in annual appraisals

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified and you may be required to perform other duties as required. Employees will be expected to comply with any reasonable request from a manager to undertake work of a similar level that is not specified in this job description.  The Food and drink Forum will endeavour to make any necessary reasonable adjustments to the job and the working environment to enable access to employment opportunities for disabled job applicants or continued employment for any employee who develops a disabling condition. All employees who are in contact with children will be required to apply for a Disclosure.

 

PART 3 – PERSON SPECIFICATION

QUALIFICATION REQUIREMENTS

 Essential /  Desirable  /  N/A

GCSE or Equivalent English and Maths

Essential

SKILLS, KNOWLEDGE & EXPERIENCE

 Essential /  Desirable  /  N/A

Food Manufacturing:

 

Food or drink manufacturing, operations or equivalent

Desirable

SME’s, business engagement

Desirable   

Facilities and Health & Safety:

 Essential /  Desirable  /  N/A

Facilities management, defect and maintenance checks/scheduling, inventories, environmental/energy monitoring,

Desirable 

Security, CCTV, alarms, Key management

Desirable

H&S, emergency, fire safety, testing, risk assessments, incident reporting

Desirable

Relationship Management:

 Essential /  Desirable  /  N/A

Partnership, stakeholders, senior management working, networking

Desirable 

Administration:

Essential /  Desirable  /  N/A

Time / diary management, room booking, inventory & hygiene checks,

Essential

Accurate customer account management and updating records, tenant/visitor liaison, project documentation and file management, minute taking, reporting and EU / Govt funded projects

Essential

Proficiency in Database management, All MS office [Excel, Word, Outlook etc], electronic filing systems and Document Storage

Essential

Legal: terms & conditions, employment, HR, contracts, GDPR, confidentiality, regulations,

Desirable 

Quality systems, auditing, standard operating procedures and policies

Essential 

EU/ERDF & Govt projects/document requirements

Desirable 

Personal Qualities

Essential /  Desirable  /  N/A

-High standard of English grammar, accuracy, attention to detail & admin

-High level of IT knowledge covering a variety of applications/packages,   

  typing at 60+ words per minute, document control & security,

-Positive attitude, confidence on the phone, clear communication, smart appearance, reliable, punctual, flexible, can work on own initiative

Essential 

ABOUT THE FORUM AND FEAST2 PROJECT

The Forum: Leading the way in food technical, The Food & Drink Forum is an ambitious not-for-profit organisation which specialises in taking food and drink businesses from the early start up stage to becoming established businesses. Currently based across three industry-leading, purpose-built food parks, our regional coverage is ever increasing. Food Technical is at the core of what we do and offers a crucial lifeline to new and established food and drink businesses.

FEAST2: The Food & Drink Forum, in partnership with The Mallows Company, has secured ERDF funding to offer a range of useful services to food and drink manufacturers, including;

  • Grant funding – businesses looking to purchase production equipment to help increase their growth, productivity and create jobs.
  • business mentoring – businesses will have access to industry experts, fully subsidised, to receive mentoring in any aspect of business. 
  • Industry events – businesses can access a number of industry-specific events throughout the course of the project that bring like-minded businesses together to share knowledge, best practice and experience.
  • Technical support – businesses can receive up to twelve hours of food technical support at no cost from the technical experts.

To apply for this role please email louise.spring@foodanddrinkforum.co.uk for an Application Pack and then email the information required as detailed below before the advertised deadline or as soon as possible if no deadline is stated.

We thank all applicants for their application and interest in the role and in The Food and Drink Forum.

Please note that we receive a lot of applications and as a result it is difficult to respond to each individual applicant therefore, if you have not received communication from us within two weeks, it is likely that you have not been successful in your application on this occasion.                                                                          

  1. A Covering Letter demonstrating;
    • Your interest in the Forum
    • How your qualifications, skills, knowledge and experience meet the role and person specification
    • How you would achieve the requirements of the role
    • What added value you would bring to the role
    • Your salary expectations
  2. At least 2 references (one must be from your current employer). Please state whether referees can be contacted during interview stages.
  3. A Completed Application Form
  4. A Current CV

Please send your application to louise.spring@foodanddrinkforum.co.uk

We will be holding interviews throughout the course of June/July.

Please submit your application as soon as you are able to as the advert will close as soon as we have found a suitable candidate.

By applying for, or accepting, a role at the Food and Drink Forum Ltd, you consent for the company to hold and share personal data with third parties/funders where the role is being fully or part funded.

In addition to the Forum holding such recruitment and employment records for a period of 6 months, or as per the funded project requirements which could be up to 10 years, as evidence and transparency within a project. Note that all personal and sensitive data will be kept secure and confidential and used for employment and or project reporting purposes only.