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Business Support Assistant
Job Posted: an hour ago
Salary: £ Competitive
Job Type: Contract
Location: NP151GA
Expire in: a month
Job Description
Business Support Assistant
Location: County Hall, Usk, NP151GA
Start Date: ASAP
Contract Duration: 8+ Months
Working Hours: Mon – Fri, 09:00 – 17:00, 37 Hours per week
Pay Rate: £ 13.69 per day
Job Ref: OR11065
Responsibilities
Manage incoming and outgoing correspondence from social work teams, including letters, emails, mail merges, and verbal communications.
Ensure proper file management of paper and electronic notes and records.
Gather and copy information to respond to Data Protection Subject Access requests (DSARs).
Take minutes in meetings, which may occasionally require travel across and outside the county.
Perform administrative tasks such as photocopying, scanning, printing, room bookings, and transport and hotel bookings.
Validate, report, and update databases during system transitions.
Book meetings, manage diaries, and send meeting invites and corresponding minutes.
Maintain supplies and stock control, such as stationery.
Conduct file audits to ensure appropriate documentation for Children's files before team transfer.
Handle petty cash and record transactions in line with processes.
Monitor and validate financial information and support colleagues with financial schedules.
Follow invoice processes, liaise with finance and suppliers for smooth user setups and invoice payments.
Manage purchase card transactions and liaise with cardholders and budget authorisers.
Provide a professional service handling incoming calls regarding safeguarding referrals.
Build relationships of trust through open and interactive communication.
Support colleagues in gathering customer feedback and developing services based on feedback.
Create and maintain Children's records, ensuring compliance with statutory guidelines.
Support and train colleagues and social work teams to use systems and future systems.
Perform systems administration tasks, including adding new users and troubleshooting.
Assist with recruitment processes and general administration for managers.
Assist with training and knowledge sharing for new starters and existing colleagues.
Ensure scheduled reports are checked, and anomalies are addressed.
Support data quality improvements and year-end validation of national measures.
Be open and flexible towards new ways of working as part of the Business Support Team.
Person Specification
Exceptional IT literacy and capability, with proficiency in Microsoft Office applications.
Possession of the European Computer Driving Licence (ECDL) or equivalent.
GCSE English and Maths or equivalent levels of literacy and numeracy.
Recent and relevant experience in an administrative environment.
Experience in organising and facilitating meetings, including minute-taking and diary management.
Experience in developing and maintaining administrative systems.
High-level oral and written communication skills, with the ability to maintain systems and produce professional documents.
Ability to communicate clearly with a range of individuals and organisations, using a professional and sensitive approach.
Ability to build good working relationships and demonstrate tact, diplomacy, and confidentiality.
Commitment to personal performance improvement and developing new skills.
Good organisational skills and ability to meet strict deadlines.
Ability to work effectively as part of a team or autonomously, using initiative to organise work.
Adaptable problem-solving style and ability to manage change.
Willingness to abide by the Council’s Equal Opportunities Policy and undertake equality awareness training.
Understanding of safeguarding practices and compliance with related policies and procedures.
Flexibility to work from various locations within Monmouthshire and the Gwent locality.
Flexible approach to working hours in line with service needs.
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