Business Support Officer

Job Title: Business Support Officer

The primary purpose of this role is to provide a reliable, high quality administrative and support service to the Children and Young Peoples Service.

The key objectives are to :

• Contribute to the development of the Business Support Team service offer, helping to professionalise and future-proof administrative and support services by participating in task-finish working groups.
• Provide high quality, consistent, efficient and effective support services within agreed (and often stretched) timescales.

• Prioritise workload in the face of competing demands and a pressurised working environment, often supporting multiple front line teams and projects.
• Maintain, update and quality assure various IT systems and records, ensuring consistency, accuracy and quality of data.
• Providing bespoke analysis reports often drawing upon a complex dataset.

• Provide high quality self-directed administrative support, checking own work and proactively looking to raise standards and improve consistency across the team.
• Provide high level specialist minute-taking support to allocated meetings/Panels, ensuring that they operate in accordance with all legal and internally agreed standards and procedures.
• Be the nominated subject matter expert lead for at least two appropriate corporate functions such as HR, Finance, IT, Complaints etc.
• Can deliver in a fast paced, complex project management and matrix management environment (where work is allocated by multiple task managers).

Job Context:

1. The postholder reports to: Business Support Team Leader.
2. The postholder has no line management responsibility.
3. The postholder will be required to work: As required by their line manager, up to 36 hours per week.
4. The postholder has Financial/Resources responsibility for: Inputting and processing often complex information. The postholder may also answer routine queries from staff/customers or provide analysis and reports as required.
5. The postholder is accountable for delivering support services that ensure high customer satisfaction.
6. The postholder will be required to work effectively as a member of the Business Support Team.
7. The postholder will provide specialist support to allocated meetings, ensuring that they operate in accordance with all legal and internally agreed standards and procedures. Such meetings will often be offsite and would involve travel.

Experience:

• Excellent working knowledge of Microsoft Office software suite and other IT applications.

• Experience of dealing with correspondence for the team or service in a timely, consistent and professional manner.

• Experience of interpreting, analysing and dealing with sensitive information and data.

• Excellent experience of at least two of the following functions: HR, Finance, IT, Data Analysis, Quality Assurance, Complaints, Project Management and Commissioning.

• Experience of working in a complex project management environment.

• Experience of working to tight deadlines in a fast paced, results-focused environment without compromising accuracy.

• Excellent experience of administration and organisation of meetings, including writing formal minutes.

• Experience of working effectively as part of a team.

• Experience of financial management processes including paying and reconciling invoices, and creating, updating and reconciling spreadsheets.

• Desirable to have subject matter expertise and knowledge of areas within the Service Area such as LAC, CP, LADO.

Working Conditions/Circumstances:

• To demonstrate an understanding of and commitment to Equalities and Diversity in both service delivery to the community, in relationships with colleagues and in employment practices.

• To possess a flexible approach to work to include hot-desking, matrix management and different working patterns.

Key Accountabilities and Result Areas

Key Result Area

• Delivers excellent customer service resulting in high customer satisfaction.
• Is proactive and takes ownership/ accountability of certain tasks within agreed timeframes. Such tasks may include data analysis, minute-taking, project planning, risk and issue log production, and report writing.
• Utilises training and capability development opportunities e.g. CCM training, minute-taking, project management, business process redesign, and time management.
• Works with colleagues in Business and Performance to reduce duplication and improve data quality.
• Demonstrates a can-do attitude and ability to prioritise own work in the face of competing demands and a pressurised working environment.

Expected End Result

• High customer satisfaction from those supported by the Business Support Team, measured through regular 360 feedback.
• Duties completed to the satisfaction of Business Support Team Leader and/or Task Managers within agreed timeframes.
• Ability to learn and utilise new skills. Able to embed new learning and different ways of working. IT systems are used efficiently and effectively.
• Significantly improved data quality. A marked reduction in duplication and failure demand no work-arounds.
• Duties completed to the satisfaction of Business Support Team Leader and/or Task Managers within agreed timeframes and quality standards.