Business Support Officer Cam OR3430 P

Job Specification: Business Support Officer

Principal Job Purpose
The 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 Officer
Responsible 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.