Business Support Officer

Job Summary by the careerbalance.co.uk Team:

97Job Description:

Overall Objectives of the Post:

To provide business support and assist in working towards the objectives of the Service/Directorate.  This will include undertaking a selection of specialist duties which are highlighted below.

Key Tasks of the Post:

1. To provide general business support relating to the service area.  You will:

• Assist in the organisation and provision of business support in relation to the service area including maintaining records, organising and taking minutes of meetings, responding to and answering queries (including by letter), maintaining office systems, diary management, arranging room and travel bookings etc.
• Ensure that office equipment, stationery and other office consumables (including basic maintenance) are ordered in accordance with purchasing procedures.
• Undertake the management of manual and computerised records/management information systems, including the analysis, manipulation and production/presentation of reports, escalating any issues regarding accuracy and inconsistency of information where appropriate.
• Provide advice, guidance or signpost staff, public etc with regard to internal policies/ procedures and external regulations/legislation.
• Undertake complex IT based tasks.

1. To provide support in specialist duties that could be associated with this post.

The following list highlights some of the specialist duties that could be associated with a post operating at this level.  Note, it may only be necessary for employees assigned to this level to undertake some of these duties.

• Regularly demonstrate duties to less experienced employees (or equivalent), possibly including the allocation and checking of their work.
  • Undertake financial processing activities such as monitoring budgets, contributing to budget setting, handling and reconciliation of petty cash, processing of orders, invoices (incoming and outgoing), processing of creditor payments, raising debtors accounts in accordance with financial regulations.
• Operate and demonstrate relevant ICT software packages e.g. word processing packages, databases, spreadsheets, specialist software etc. CAD, PRINCE2, Microsoft Project etc.  To act as a “superuser” for your area, including training staff on software systems, identifying staff training, co-ordinating system upgrades and resolving any problems highlighted to you by your colleagues.
  • Undertake the business support activities associated with project management e.g. undertake research and obtain information to inform decisions, the manipulation and presentation of data/information.
  • Undertake the completion and submission of complex monitoring forms, returns etc including those to external bodies.
  • Monitor and manage stock within an agreed budget, cataloguing resources and undertaking audits.

The candidates must have:

• 4 GCSE’s including Maths and English or equivalent or hold an equivalent relevant qualification
• Business Administration Level 2
• Business Administration level 3 or equivalent in an appropriate discipline
• Significant experience of working as an administration/business support officer
• Experience of using IT packages e.g. Microsoft Office (Word and Excel)
• Experience of dealing with the public both face to face and on the telephone
• Excellent verbal and written communication skills
• Advisory and guiding skills
• Good organisational skills
• Excellent literacy and numeracy skills
• Able to work under pressure
• Able to work as part of team
• Flexible approach to work
• Committed to the principles of equality and diversity
• Able to work outside normal office hours when required
• Baseline security clearance

Please note you will be based in the office at all times.

Location: South Shields, Tyne and Wear