FOR THE NORTH WEST OF ENGLAND AND ISLE OF MAN
JOB DESCRIPTION
Job Title:Head of Business Support
Department:Business Support
Grade:D
Reporting to:Deputy Chief Executive (Grade C1)
Counter Signing:Chief Executive (Grade B2)
General
The Head of Business Support is responsible to the Deputy Chief Executive (DCE) who is the Line Manager and to the Chief Executive (CE) as the Counter Signing Officer.
This position is a full time appointment working 37 hours per week (Monday – Friday). It will require the incumbent to work outside normal working hours and the occasional weekends/Public Holidays as directed/agreed by the Line Manager for which TOIL/overtime will be paid.
Key Tasks and Outputs
Line Management:
1. The line management of two x E1s (Business Support Admin Officer and Business Support (Cadets & Youth) Admin Officer).
Support to the Executives (CE, DCE) and Board (Chairman & Board Members):
2. Responsible for the administrative support to the CE and DCE (letters,phone calls, emails).
3. Responsible for the co-ordination of the CE and DCEs Outlook Calendar/manual diary and the distribution of the CEs fortnightly programme of events.
4. Responsible for maintenance of the Executive filing systems.
5. Responsible for the preparation and setting up of the meetings for the CE/DCE, including the organising of IT equipment and refreshments.
6. Responsible for the provision of support to the Chairman, Board and the Executives at meetings, including preparation of files and briefs.
7. Responsible for arranging travel and accommodation for the CE,DCE, the Executive and Board members.
8. Monitor the monthly balance of the CEs/DCEs Association Credit Cards.
9. Responsible for the programme of visits on behalf of the Chairman and the Executives.
10. Act as secretary at the Board Meetings, Management Meetings, Annual General Meeting (AGM), and all such meetings as the CE may decide, including the production of agendas and minutes for same.
11. Responsible for correspondence, emails, reports and briefs from PH2 and DII as directed by the Executives.
12. Responsible for the co-ordination of standard Power Point presentations for the Executives, together with updating and the production of bespoke presentations for the Executives as required. Setting up the presentation equipment as and when required for the Executives.
Additionally:
13. Take responsibility for the Headquarters filing protocols, including electronic, manual and historic archives and the retention and destruction of documents.
14. Act as the Headquarters co-ordinator link with the Data Protection Officer (DPO) for the Council of the Reserve Forces’ and Cadets’ Association (CRFCA).
15. Responsible for implementing procedures to ensure the security of Headquarters correspondence and documents.
16. Responsible for setting up new staff in relation to processing PH2/PH2e user Account Control (UAC) accounts.
17. Responsible for the Headquarters stationery and associated budgets.
18. Manage protocols for the collation and maintenance of reference materials, standing instructions, records, regulations, publications etc.
19. Be the security lead on all aspects of the Headquarters building and associated storage areas.
20. Be the H&S lead for the Headquarters ensuring compliance with legislation.
21. Responsible for the Fire Safety of the Headquarters building and associated storage areas.
22. Responsible for the management and accounting of the Association/Trust Silver and undertake an annual audit of the same.
23. Be prepared to support the Engagement Team (1 x Grade C1, 3 x Grade C2 and 1 x E1) in the NW RFCA Engagement activities i.e.NW RFCA AGM, Lord Lieutenant Awards, Board Meeting and Presidents Dinner.
24. Be prepared to undertake training to carry out the roles and responsibilities of the Head of Business Support role.
In periods of absence:
25. Be prepared to undertake the role of Symphony Administrator in the absence of the IT Manager. This will include attending external meetings.
26. Be prepared to take on the role of the IT Manager, for and during sickness/absence.
27. Be prepared to put in place arrangements to enable continuity of the NW RFCA RSA function to ensure conformity in all areas of Cyber Security and Network Protection and the development of and adherence to the associated Management Action Plan for the Headquarters.
28.Cover for the Business Support Admin Officer and the Business Support (Cadets & Youth) Admin Officer during sick leave or annual leave.
Additional duties:
29. Any other duties commensurate with the Grade D as directed by the CE/DCE.
Other Features:
- This job description should be discussed/read with the line manager at the time of receiving the annual Performance Development Report (PDR) and updated as necessary.
- This job description may be reviewed in the light of changes during the period of appointment and on change of incumbent.
Col A F Barnes
Deputy Chief Executive
Signature of Employee:…………………….. Date:………………………
Head of Business Support
18 May 2018
PERSON SPECIFICATION – HEAD OF BUSINESS SUPPORT
Serial / Competence / Essential / Desirable / Evaluation
1 / Management of Staff / √
2 / Advance Skills in the use of MS Office package, particularly Word and Power Point / √
3 / Ability to draft accurate correspondence for senior managers / √
4 / Proven ability to manage‘first-level’ IT problems / √
5 / Understanding of GDPR / √
6 / Previous note taking and production of minutes/notes/ROD’s / √
7 / Experience of arranging travel and accommodation for senior managers / √
8 / Experience of managing reference material and standing instructions / √
9 / Experience of managing a budget and audit / √
10 / Experience of managing a range of tasks concurrent and delegating appropriately / √
11 / Ability to self-drive and have valid driving license / √
12 / Understanding of Environmental Health / √
13 / Experience of managing office security / √
14 / Experience of H&S and Fire safety responsibilities in the work environment / √
15 / NEBOSH or IOSH qualified / √
Personal Qualities:
- Keen to advance individual skills and personal development.
- Ability to prioritise tasks and time manage effectively with recognition of where influence and authority lies and its impact on account activity.
- A self-starter with high degree of flexibility and adaptability. Excellent team-working ability.
- An inquiring mind with an organised approach to engagement and information management and good attention to detail.
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