CUMBRIA COUNTY COUNCIL

JOB PROFILE

Post Title:Business Support Assistant

Department:Organisational Development

Location:4.5post Carlisle Area

Post Holder:

Post No/Ref:ODBS1

Responsible To: Business Support Supervisor

Grade:BS3A

Job Purpose

  • To provide administrative support service within Organisational Development.
  • To be part of the Business Management team, and will provide a comprehensive administrative service to the directorate teams, ensuringthe directorate runs efficiently.
  • To provide a range of administrative duties,including data entry and processing of standard paperwork, interrogation of systems and databases and answering queries and will contribute to a flexible team environment to meet changing directorate demands.

Principal Accountabilities

  1. To contribute to a wider high quality administrative business support service within Organisational Development, supporting the BS Supervisor to ensure processes, and systems are in place ensure high quality data and support to the directorate.
  2. Working within County Council Guidelines and timescales specified: provide business support to officers and teams by scheduling meetings and events; creating and formatting documents, and assisting officers and teams in planning their workload and dealing with basic correspondence so as to allow them to use their time in the most efficient way
  3. Attend and minute meetings, prepare papers when required and/or gather/research information. Manage and coordinate meetings, travel, conferences and accommodation as necessary.
  4. General office duties such as photocopying, filing etc.,
  5. Maintaining and inputting accurate and up to date data and information into the directorates and the wider county council software packages, in a timely manner ensuring availability of accurate up to date information to enable, interrogation and production of standard reports and returns (inc Performance management) to be made so as to enhance effective management of the service.
  6. Input pre-approved information onto the directorates web pages and to ensure easy efficient access to service information,
  7. Provide a ‘help desk’ facility as required by the service area and responding to general queries relating to the service/BS.
  8. Supporting specific projects providing administration as required by the BS Supervisor.
  9. Ordering goods and services and processing invoices, and recording of financial transactions if necessary
  10. Utilise and maintain all office technology applications and equipment
  11. Share best practice and support colleagues to implement best practice. Also as needed provide cover for other areas of business support during holiday periods and times of high activity.

Requirements for all Business Support/Administrative staff within Organisational Development

  1. To operate within the Councils policies, guidelines and constitution, ensuring effective governance of the directorate.
  2. To establish and maintain good corporate relationships with other directorates, partners and members to promote compatibility and excellence of administration practices and communication between establishments.
  3. To act corporately with colleagues involved in other areas of business support to ensure VFM and sharing of best practice within CCC.
  4. To contribute to the totality of the aims and objectives set out in the Directorates Service Plan in a flexible manner at all times.
  5. To maintain service standards relating to word processing , ensuring uniformity of layout and style consistent with the policies and practices of the County Council

Updated Sept 2011

PERSON SPECIFICATION:

Attribute / Essential / Desirable
Qualifications, training and competence / NVQ2or equivalent in appropriate discipline (such as Business Administration) / NVQ Level 3 in Business Administration or equivalent
ECDL or equivalent qualification
Relevant experience / Experience of working within an office in a large complex organisation
Demonstratable experience with the use of IT software
Note taking skills and preparation of documents
Experience of message taking and transmitting
Experience of maintenance of accurate data records and working to deadlines
Dealing with the general service related queries / Previous experience of budget monitoring
Experience of uploading information on to the website (Tridion software)
Shorthand
Knowledge / Knowledge of the Council and services within the directorate.
Understanding of how to deal with customers
Knowledge of CCC policies and procedures as required by the post, and how to apply.
ICT literate and operation of office equipment.
Skills and abilities / Ability to work as part of a team
Ability to interpretation basic service data
Able to prioritise own workload
Personal skills / Confident in dealing with people
Respect of confidentiality
Able to work with delegated responsibility, on own initiative and within prescribed timelines
Able to work flexibly as part of a team.
Self motivated, diplomatic and adaptable to a fast changing environment
Ability to work under pressure and on own initiative / Willingness to work flexibly to accommodate cover of Business Support within the directorate

VS Sept 2011