Business Support Officer (Must have Enhanced DBS)

Purpose

• To provide customer-focused, efficient and effective administrative support to the Strategic Transport and Highways team, including project support where required.
  
  


• To manage the Strategic Transport and Highways team mailboxes and casework systems, ensuring timely and accurate responses to internal and external enquiries, complaints, and Freedom of Information (FOI) requests.


• To deliver a wide range of both routine and more complex administrative tasks in order to support the effective and efficient delivery of services within the Strategic Transport and Highways team.


• To support the accuracy, maintenance, and development of data and information systems in response to changing needs and to ensure effective implementation and review.
  
  


• To provide on-going support and guidance to the colleagues/Admin Officers

Responsibilities

• Support, guide and mentor the Admin Assistants on all aspects of the work, including providing input into the PES process as required.


• Receive, sort, distribute and respond to incoming and outgoing post (including via electronic systems) for the team.
  
  


• File records in an accurate and timely fashion and maintain electronic or paper filing systems.


• Photocopy, scan and index documents to ensure information can be distributed to intended recipients.
  
  


• Collate, print and distribute documents or materials as required by the team.
  
  


• Take accurate minutes or notes at meetings, panels or other events (including more complex or sensitive situations), ensuring confidentiality is maintained at all times.
  
  


• Support the maintenance of records and monitoring for service budgets and contract registers.
  
  


• Manage and respond to all internal and external queries, complaints, and information requests, including more complex casework.


• Raise Purchase Orders (PO's) and process invoices and be responsible for authenticating invoices and payments in accordance with the Council's financial procedures and regulations.
  
  


• Undertake general office management tasks, including supporting Business Continuity and Health & Safety processes, completing Display Screen Equipment (DSE) or other risk assessments and maintaining corporate registers or contract lists.
  
  


• Research and collate information and respond to complaints and Freedom of Information (FOI) requests, in support of Team and Service Managers, liaising with staff and managers to ensure that deadlines are met.
  
  


• Coordinate recruitment activity for temporary and permanent staff (in conjunction with individual services and HR)


• Coordinate induction and training sessions for new staff within the department.


• Work flexibly across the Strategic Transport and Highways service to provide cover for other officers as required.


• Order and issue stationery, supplies and other equipment (including service-specific items) when requested, following standard approval processes and ensuring the safe and secure storage of items.
  
  


• Receive deliveries and check goods received against purchase order forms.
  
  


• Manage both routine and more complex enquiries from customers via telephone, face-to-face, web or email in a sensitive, courteous and professional manner


• Provide basic information on individual services, processes or legislation/procedures and signpost to other sources of information (including relevant officer or service).
  
  


• Extract information from systems or databases and provide reports to managers as part of service, departmental, organisational or national reporting requirements.
  
  


• Undertake both basic and more complex information searches when required (using the internet, intranet or other sources).
  
  


• Provide project management support as requested.
  
  

Requirement

• Must have Enhanced DBS.


• Excellent ICT skills including spreadsheets, databases and word processing.
  
  


• Good demonstrable experience of providing a high-quality and comprehensive administrative service, delivering core business processes to agreed performance standards.
  
  


• Good demonstrable experience of dealing with the public face to face, by telephone and via web enquiries.
  
  


• Experience of mentoring, guiding and training other staff on a daily basis.


• Confident user of core business ICT systems.
  
  


• Highly developed customer care skills, including an ability to deal sensitively with a wide range of customers and maintain good relationships with internal or external partners (within the public, private and voluntary sectors).

If interested, please subit CV and call Varsha on 02036913890 between 9am to 5pm (Mon to Fri)