Job Description

Business Support Officer

Monday – Friday £13.05

Business Support Officer to work within the Darlington Safeguarding Partnership

Administration of various meetings including minute taking, website administration and general office administration.

Primarily to work from home but occasional visits to Town Hall office required

To provide an efficient and comprehensive business support service.

All employees are required to acquaint themselves with the policies, procedures and Values and to abide by them at all times. Our Values are Respect, Innovate, Collaborate and Deliver and it is expected that employees will:

* be Respectful towards the Council, each other as colleagues as well as our community, residents, service users, stakeholders and wider partners.

* be Innovative in everything we do and voice improvements to ensure we offer quality services

* act Collaboratively and ensure our successful journey of collaboration continues to ensure that we maximise opportunities to achieve success

* deliver quality services to all and strive to always deliver the best we can with the resources available

MAIN DUTIES/RESPONSIBILITIES

The post holder would be required to undertake a range of business support functions such as:

To undertake a range of administrative tasks including managing your own emails, copying, scanning, faxing, archiving, post, answering the telephone and taking messages.

Copy typing from notes, including completing standardised templates.

Provide telephone cover and assistance for other teams as required.

To provide basic facilities management – setting up rooms for meeting ensuring the required equipment and resources are available and assisting attendees.

Undertake the co-ordination of public information and literature, ensuring stock levels are maintained and in date.

To carry out routine invoicing, creating purchase orders (including orders for non-routine items), handling of petty cash and taking payments.

To take notes at meetings.

To be the dedicated Printer champion for the department, ensuring that stock levels are maintained, reporting faults and ensuring maintenance of the printers.

To provide a reception facility, acting as the first point of contact, dealing with enquiries, ensuring that they are dealt with effectively and efficiently including responding to direct queries.

To be responsible for goods receipts, invoice coding, and dealing with associated queries. To monitor, authorise and audit financial processes and undertake relevant financial monitoring.

To be responsible for inputting and updating records both manually and electronically on multiple systems, including extracting required information.

Carry out audit and quality control of data input.

To deal with enquiries by telephone and face to face and ensure that they are dealt with effectively and efficiently, e.g. answering queries that require an understanding of the situation and an appropriate response, signposting and taking messages where appropriate. This may include dealing with enquiries outside of the office environment including promotions, events and court preparation.

In addition, post holders working to this job description may undertake the following main duties and responsibilities, (but not necessarily all of them).

To input, complete and update both manual and electronic standard format data, checking the correct information is provided, chasing missing data and providing a basic analysis of the information.

Produce detailed reports and presentations.

The population and creation of spreadsheets, which should include the creation and use of complex formula, extracting detailed information as required and providing basic analysis of the information.

To coordinate multiple dairy planning for the Senior Management Team and other senior managers, including entering multiple and complex engagements/meetings into electronic diaries.

To be responsible to proactively keep diaries up to date with all changes, including last minute changes each day to ensure an up to date record is maintained. To chase up actions from meetings and associated paperwork is available.

Management of multiple room bookings including inviting attendees and distribution of notes.

Carry out creative typing as required, including the interpretation of notes and the creation of letters, tables and templates.

To take verbatim / safeguarding case notes at meetings as required, including multi agency meetings.

Ensure that you work in line with all the policies and procedures and ensure that you are aware of your obligations under these.

Behave according to the Employees’ Code of Conduct and ensure that you are aware of your obligations and responsibilities re: conflicts of interest, gifts, hospitality and other matters covered by the Code.

Carry out your role in line with the Equality agenda.

To comply with health and safety policies, organisational statements and procedures, report any incidents / accidents/ hazards and take a pro-active approach to health and safety matters in order to protect yourself and others.

Any other duties of a similar nature related to this post that may be required from time-to-time.

Are committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment.

You are required to safeguard and promote the welfare of children for whom you have responsibility, or with whom you come into contact, to include adhering to all specified procedures.

This post is deemed to be a ‘Customer Facing’ role in line with the definition of the Code of Practice on the English language requirement for public sector workers.

Interested Please apply