Business Support Admin Assistant in Birmingham

About the job

To act as support administrator for Social Work and other Trust staff ensuring proactive organisation, administrative support and that processes are maintained in a timely and accurate way so that the best outcomes are achieved for Children Young People and Families.

Job Responsibilities

• To work flexibly across the service to meet the needs of the business, ensuring professional and proactive support.
• To be an administrative specialist in one of the following areas: Team Support, Contact and Reception.

Main Tasks:

• Provide high quality business support services to internal/external customers, within the parameters of the services business agreement.
• Organise meetings and events in liaison with other relevant officers and outside agencies and produce outputs in a timely manner.
• Support and document meetings (which could include sensitive situations) in the appropriate manner producing outputs in a timely manner.
• Maintain general reception duties providing frontline customer response service and resolving basic queries.
• Take clear messages via telephone and/or email and passing them on effectively.
• Undertake a range of predefined routine administrative tasks.
• Administer business processes and systems ensuring accuracy and timely outcomes.
• Securely maintain complex data accurately including provision of routine management information.
• Maintain filing systems, entering and retrieving information from electronic databases.
• Receive, sort and distribute incoming/outgoing post.
• Undertake a range of financial administrative tasks in accordance with relevant procedures.
• Check and monitor office equipment bringing any issues to the attention of the supervisor.
• Interact sensitively, professionally and maintain confidentiality when dealing with colleagues and customers.
• Undertake the routine opening and closing of the building where necessary and ensure appropriate safety and security in line with agreed policies.
• Demonstrate continuous improvement, creative thinking and flexibility to improve performance, and meet demand across business support services.
• To demonstrate positive personal behaviours, being a positive role model and championing the organisations vision and values.
• Comply with relevant statutory regulations which include (but are not limited to), health and safety, data protection, GDPR.
• Accommodate relevant activities or duties commensurate with the nature and grade of the post.

Person Specification

• 5 GCSE Grade C including English and Maths or equivalent qualification or experience (NVQ 2 in Business Administration).
• Good literacy and numeracy skills.
• Good basic IT skills.
• The ability to independently interpret and analyse information and facts to solve varied problems.
• The ability to communicate in person and/or in writing, a variety of information to a range of people.
• The ability to manage a process, ensuring accurate and timely outputs.
• The ability to use the keyboard with some precision and speed.
• The ability to work with some initiative and little supervision.
• Ability to organise, support and appropriately document meetings ensuring timely and quality outputs.
• The ability to work under pressure including meeting deadlines and dealing with interruptions.
• The ability to cope with situations where there is an emotional demand arising from the work being undertaken.
• The ability to work flexibly as part of a team environment, providing cover when needed to ensure continuity of service provision.
• Experience of handling and processing manual or computerised information.
• Understanding of Customer Service.
• To have the ability to speak the English language.
• Microsoft Office.
• Experience of working for local government or a Children's services related sector or similar environment.
• Evidence of continuous professional development.