Business Support Officer in Hull

This is a Full Time, Fixed Term position until 31st March 2029 due to government funding. An exciting opportunity has arisen to join our Changing Futures Team at Hull City Council, working specifically at the new Changing Futures Hub, where staff provide support for rough sleepers, people experiencing homelessness and adults with multiple unmet needs. We are seeking a motivated and organised candidate who is dedicated to delivering excellent customer service to our clients, officers and partners. This role requires a highly organised individual who can prioritise their own workload, anticipate issues before they arise and interact with clients in a confident manner, undertaking a variety of administrative duties as well as providing a frontline service to clients.

Experience and skills preferred:

• Great communication skills (verbal and in writing) with colleagues and external customers
• Confident use of Microsoft 365 software, including Outlook, Word, Excel, PowerPoint and Teams
• Excellent time management and organisational skills
• Self-motivated and able to work independently as well as part of a team

Hull City Council provides a range of benefits to motivate, reward and recognise the valuable work of our employees. This includes policies and support to help balance home life with work commitments, excellent learning and development opportunities, a defined benefit pension scheme and employee discounts from a range of suppliers via our Hull Plus website.

If you are excited by the opportunity to join our team within Hull City Council and share our values to provide aspirational benefits to the people of Hull, then we'd like to hear from you. For an informal discussion about the role, please contact Karen Bell, Data and Project Lead.

ROLE AND PURPOSE

To deliver an effective and efficient clerical and administration function for the Changing Futures Service to ensure that agreed systems, procedures and deadlines are met in accordance with appropriate systems in order to maximise organisational efficiency and effectiveness, leading to a higher standard of learning and achievement. This will be done by developing and maintaining information management systems and procedures.

Through flexible working the post-holder will provide an efficient and effective, integrated and responsive partnership business support function to meet the needs of the service and a number of multi-disciplinary professional groups including:

• Changing Futures Operational meeting
• Professional's meetings
• Team meetings
• Case Oversight Group

Manage diaries and organise key meetings including the preparation of documentation for and formal minuting within a sensitive and highly confidential environment. The postholder will be responsible for the administration for the Changing Futures Hub including accurate and timely record keeping by the service.

Principal Accountabilities:

1. To promote and safeguard the welfare of vulnerable adults supported by the Changing Futures Service.
2. To co-ordinate the multi-agency groups that operate in the support of Changing Futures:
• Keeping information records such as action logs up to date
• Taking minutes of meetings
• Supporting colleagues in securing accurate and timely information from various sources as part of regular reporting process.
• Ensure the relevant multi-agency analytical products are prepared and circulated to partner agencies
3. Work with the partners and senior colleagues to prioritise meetings, calls and workload, using their own judgement and initiative to provide responses and advice, ensuring high levels of confidentiality are maintained for vulnerable people.
4. The postholder will require an understanding of the Changing Futures Service and severe and multiple disadvantage (SMD). They will be expected to work with established networks and to develop their own and to contribute to the development of constructive relationships with other agencies and professionals, such as health professionals, police, voluntary community sector etc, to facilitate a good working environment for all staff concerns.
5. The postholder will ensure that adherence to the Health and Safety risk assessments are met and will escape any issues identified to their line manager.
6. Collate and coordinate client information from multi-agency partners for all key meetings sufficiently in advance to ensure background information is effectively prepared and can be used in the meeting to progress the actions that are outlined during case meetings so that informed decisions can be made. The information is highly sensitive and confidential.
7. To be responsible for accurate undertaking of various financial procedures using the e-business suite, including raising orders and invoices, receipting payment of invoices and payment of grant claims. Maintain accurate and concise financial records in preparation for the quarterly and annual budget submissions to grant funding bodies.
8. Provide a high quality and efficient first point of contact for the operation of the service to partners, and ensure communication channels between key groups, colleagues, members of the public or other agencies are effective and meet Changing Futures demands. Responsible for identifying the most appropriate channels of communication.
9. Investigate and respond to queries/enquiries, efficiently. These duties will include information/materials of a confidential nature which may require a degree of interpretation and initiative in their processing and dissemination.
10. Assist in the administrative support for specific projects relating to Changing Futures, this could be the development and maintenance of action plans ensuring timescales are met this includes ensuring the service is compliant and effective in the use of the new database system that has been introduced.
11. The Health and Safety at Work etc. Act 1974 and associated legislation places responsibilities for health and safety on Hull City Council, as your employer and you as an employee of the council. In addition to the Councils overall duties, the post holder has personal responsibility for their own health, safety and wellbeing and that of other employees; additional and more specific responsibilities are identified in the Council's Corporate HS policy.

We are committed to increasing the diversity, equality, and inclusion within our workforce to represent the people we serve and build an environment in which everyone can feel like they belong. We encourage people from all backgrounds to apply. We adopt a 'name blind' approach to shortlisting. Recruiting managers will not have access to personal information, including your name and contact details, until a shortlisting decision has been made. Equality monitoring information is not accessible by recruiting managers at any stage.

The Council is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all employees and volunteers to share this commitment. Online searches, including social media, may be carried out as part of the recruitment process.