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Job Specification: Business Support Officer
Principal Job PurposeThe Business Support Officer is responsible for delivering high-quality business support services. This role ensures that service standards and customer requirements are consistently met.
Responsible to: Senior Business Support OfficerResponsible for: Carrying out essential business support duties that contribute to the efficient functioning of the department.
Essential Personal Attributes
Customer-Focused: Demonstrates a strong commitment to delivering excellent service to all stakeholders.
Dynamic and Enthusiastic: Approaches tasks with energy and enthusiasm, contributing positively to an effective business support service.
Independent Worker: Able to work autonomously and use initiative to solve problems and handle tasks.
Confident and Positive: Maintains a professional, approachable demeanor when interacting with colleagues, customers, and external parties.
Principal Accountabilities
Health, Safety, and Welfare Compliance:Ensure adherence to the Authority’s policy on health, safety, and welfare at work.
Equality and Diversity Commitment:Follow the principles of the Corporate Equality Policy, ensuring commitment to anti-discriminatory practices
meeting and Panel Coordination:
Organise and attend relevant meetings and panels, ensuring accurate note-taking and detailed minute production, as specified in service requirements.
Room Booking and Setup:
Coordinate room bookings and set up meeting spaces with the necessary equipment and appropriate layouts.
Agenda and Document Preparation:
Prepare agendas and gather agenda items for meetings, ensuring distribution to relevant parties before meetings.
Action and Minutes Distribution:
Distribute actions and meeting minutes to attendees and relevant officers or external professionals.
Photocopying and Binding:
Handle large-scale photocopying, document collating, and binding tasks.
Document Formatting:
Format documents such as reports and presentations for self-service purposes.
Service Requests and Queries:
Address basic service requests and queries from the public, elected members, and external organisations, redirecting as necessary.
Customer Interaction:
Communicate with service users with tact and diplomacy, ensuring professional interaction at all times.
Procurement and Invoicing:
Raise orders and process invoices using our clients e-purchasing system.
Timesheet Management:
Check, amend, and collate staff timesheets for payroll submission.
Website and Social Media Updates:
Assist in updating website content, handle information received via social media, and support the development of online forms.
Sundry Debtor Requests:
Administer the process for managing sundry debtor requests.
Petty Cash Management:
Handle and process petty cash transactions efficiently.
Routine Documentation and Correspondence:
Type and prepare routine documentation and correspondence that are not part of the self-service model.
Document Scanning and Filing:
Use the Clientds EDM System to scan and file documents, ensuring proper organisation and retrieval.
Card Payment Administration:
Administer card payments over the phone for members of the public and external organizations.
Data Entry and Analysis:
Update spreadsheets and databases, providing necessary data analysis for service areas as required.
Payroll and Staffing Hours:
Collate staffing hours and produce payroll requests.
Reception and Visitor Management:
Perform reception duties, greeting visitors and ensuring they are directed to the appropriate personnel.
Performance Reporting:
Contact relevant managers and staff for data required for internal and external performance reports.
Data Protection and Confidentiality:
Ensure compliance with the Data Protection Act and maintain confidentiality in all aspects of work.
Additional Duties:
Undertake any other duties that may be required, within the scope of your grade and responsibilities.
This job specification provides a comprehensive outline of the expectations and responsibilities for the Business Support Officer role, detailing the necessary skills and attributes required to perform effectively in this position.
