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Business Support Officer
Job Posted: 14 hours ago
Salary: £ Competitive
Job Type: Contract
Location: Greater London
Expire in: a month
Job Description
Business Support Officer
Location: 1 Catford Road, Catford, London, SE6 4RU
Start Date: ASAP
Contract Duration: 6+ Months
Working Hours: Mon – Fri, 09:00 – 17:00, 37 Hours per week
Pay Rate: £ 23.49 per hour
Job Ref: OR9443
Main Purpose Of The Job
Provide customer-focused, efficient, and effective administrative support to the Strategic Transport and Highways team, including project support where required. Deliver a wide range of both routine and more complex administrative tasks to support the effective and efficient delivery of services within the team. Support the accuracy, maintenance, and development of data and information systems in response to changing needs and ensure effective implementation and review. Provide ongoing support and guidance to the Admin Officers.
Summary Of Responsibilities And Personal Duties
Support, guide, and mentor Admin Assistants on all aspects of the work, including providing input into the PES process as required.
Receive, sort, and distribute incoming and outgoing post via electronic systems for the division.
File records accurately and maintain electronic or paper filing systems.
Photocopy, scan, and index documents to ensure information can be distributed to intended recipients.
Collate, print, and distribute documents or materials as required by the team.
Take accurate minutes or notes at meetings, panels, or other events, ensuring confidentiality is maintained at all times.
Support the maintenance of records and monitoring for service budgets and contract registers.
Manage all internal queries and information requests, including more complex casework.
Raise Purchase Orders (POs) and process invoices, authenticating invoices and payments per the Council’s financial procedures and regulations.
Undertake general office management tasks, supporting Business Continuity and Health & Safety processes, completing Display Screen Equipment (DSE) or other risk assessments, and maintaining corporate registers or contract lists.
Research and collate information for complaints and Freedom of Information (FOI) requests, supporting Team and Service Managers, and liaising with staff and managers to ensure deadlines are met.
Coordinate recruitment activity for temporary and permanent staff in conjunction with individual services and HR.
Coordinate induction and training sessions for new staff within the department.
Work flexibly across the Strategic Transport and Highways service to provide cover for other officers as required.
Order and issue stationery, supplies, and other equipment following standard approval processes and ensuring the safe and secure storage of items.
Receive deliveries and check goods received against purchase order forms.
Manage both routine and more complex enquiries from customers via telephone, face-to-face, web, or email in a sensitive, courteous, and professional manner.
Provide basic information on services, processes, or legislation/procedures and signpost to other sources of information.
Extract information from systems or databases and provide reports to managers as part of service, departmental, organisational, or national reporting requirements.
Undertake both basic and more complex information searches when required.
Provide project management support as requested.
Carry out duties with due regard to the Council’s Equal Opportunities Policy and core values.
Participate in the Performance Evaluation Scheme (PES) and undertake appropriate training and development identified to enhance work.
Comply with the Council's Health & Safety policies and procedures at all times, taking due care for themselves, colleagues, and the public.
Assist in carrying out the Council's Environmental Policy within day-to-day activities.
Undertake other duties, commensurate with the grade, as may reasonably be required.
Consideration will be given to restructuring the duties of this post for a disabled postholder.
Person Specification
Commitment to implementing the Council’s Equal Opportunities policies and awareness of Equal Opportunities issues.
Excellent understanding of the organisation, management, and control of administrative and customer contact processes.
Working knowledge of one or more of the core services supported by the admin team.
Good working knowledge of handling sensitive data and information, particularly in relation to the Data Protection Act 1998 and General Data Protection Regulations 2018.
Knowledge of financial procedures and regulations.
Working knowledge of Health & Safety in the workplace.
Good knowledge of customer service provision.
Ability to effectively develop and implement a wide range of administrative, business support, and customer contact processes.
Ability to research information and produce accurate management information in a range of formats.
Ability to work with minimal supervision, planning and organising a varied workload within a changing environment to meet tight deadlines on a day-to-day basis.
Able to maintain discretion with dealing with confidential information.
Excellent ICT skills including spreadsheets, databases, and word processing.
Confident user of core business ICT systems.
Excellent verbal and written communication skills, with a high level of numeracy.
Highly developed customer care skills, including an ability to deal sensitively with a wide range of customers and maintain good relationships with internal or external partners.
Highly developed organisational and time management skills.
Good demonstrable experience of providing a high-quality and comprehensive administrative service, delivering core business processes to agreed performance standards.
Good demonstrable experience of dealing with the public face to face, by telephone, and via web enquiries.
Experience of working within a busy team.
Experience of mentoring, guiding, and training other staff on a daily basis.
Good demonstrable experience in handling contentious and confidential issues effectively.
Experience in working within a pressurised environment, prioritising and organising conflicting workloads.
Experience of working on own initiative, but identifying when it is necessary to seek advice or refer on to a senior officer any highly complex or contentious issues.
Good standard of general education.
Responsive and customer-focused attitude to work.
Flexible approach to meeting the needs of the service and a willingness to learn new skills.
Able to attend meetings in the evenings, to work outside normal office hours, and to work beyond minimum hours as and when required to achieve deadlines.
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