Business Support Officer – Temporary Accommodation – AR in London

To provide a comprehensive, professional, proactive, customer focused business support service to the organisation, enabling services to meet their statutory and legal obligations and our Borough Plan. To support the delivery of the Digital Records Programme – records baseline, and preparation for digitisation of historic records.

Principle accountabilities

• Provide comprehensive business support service as required, duties may include: mailbox management, finance processing, inputting, storing and archiving of data, meeting arrangements, caseload management and note taking.
• Maintain IT systems, including local and corporate IT systems, spreadsheets, databases to be able to produce appropriate outputs, e.g. reports.
• Update IT systems to ensure that individual records are up to date with information required for statutory returns and local datasets, ensuring the data is up to date, accurate and reliable.
• Work flexibly across the service, providing proactive support to service users.
• Manage a demanding and reactive workload in a responsive way to assist the Project Manager to meet key objectives and external regulatory requirements.
• Ensure the professional delivery of established business processes such as database management to support the organisation.
• Work with colleagues and team leaders to identify areas for improvement, ensuring the support offer remains appropriate for all service users.
• Embrace new technology to support service users, ensuring the level of support offered is flexible and in line with Lambeth's ways of working.
• Work methodically to prioritise work and meet deadlines.
• Use innovative and imaginative thinking to improve service delivery.
• In an emergency situation, amend BAU to adopting provisioned tasks in relation to the issue.
• Undertake other duties appropriate to the post that may reasonably be required from time to time.

Local Knowledge

It is recognised that there are local service knowledge requirements for the effective operation across business areas. To ensure high levels of service delivery and maintain business standards, detailed service menus and service specific SLAs have been developed to capture the specialist functions required.

Relationships

The post holder will be required to liaise with various teams and services across the organisation. Key contacts will include officers across all directorates, members of the public, service users and suppliers.

Work Environment

This post demands a high level of flexibility, a positive attitude and ability to adapt to changes due to service needs. This post is office based, with some flexibility to work from home and the postholder will be expected to work across Lambeth estate to provide cover for similar roles as well as work to Lambeth's paperlite agenda.

To implement the Council's Equal Opportunities and Diversity policies and to work actively to overcome discrimination on grounds of age, disability, gender, race, religion/belief, sexuality or status in the Council's service. To take responsibility appropriate to the post held for tackling racism and promoting good race, ethnic and community relations.

To ensure that the Council's values, policies, procedures, Standing Orders and Financial Regulations and relevant external regulations, standards or legal requirements, including the Data Protection Act, the Computer Misuse Act, the Health & Safety at Work Act and other relevant legislation are integrated into work programmes and service delivery.

To undertake research including identifying examples of established best practice in other authorities and organisations and taking account of current and planned protocols and processes within Lambeth and prepare and present advice and reports to professional standards which enhance the council's reputation.

To maintain strict confidentiality wherever required.

Organisational Context

The structure chart shows roles divided into areas but all staff will be expected to operate across all of the functions and work as part of an integrated Business Support Team. For some roles this may mean being allocated primarily to an area of work for a period but with the potential of moving to other areas from time to time. For others this may mean operating across functions at all times. In these circumstances, the structure will represent the reporting line for formal supervision and administrative purposes but operational direction of work may come from other sources in line with matrix management type principles and staff will be up-skilled accordingly via a structured Learning and Development plan.

Criteria Code Description

• K1 Ability to provide efficient and effective administrative support
• K2 Excellent knowledge and application of IT systems and software packages
• K3 Excellent word processing skills and able to compose correspondence on standard issues
• K4 Excellent levels of literacy and numeracy.
• K5 Understanding the needs, timescales and deadlines of others
• K6 Ability to deal diplomatically and confidentially with a wider range of stakeholders internally and externally
• K7 Ability to work with minimum supervision, using problem solving skills and initiative to provide a customer focused support service.
• K8 Ability to identify improvements to processes and systems and to share the recommendations with the wider team.
• K9 Resilience and ability to work with sensitive and sometimes challenging information.
• K10 Ability to work flexibly, balancing competing priorities and meeting deadlines.
• K11 Digital and customer service skills
• K12 Resilience and ability to work with sensitive and sometimes challenging information.

Qualification

• Q1 Educated to "A" Level Standard or demonstrable relevant experience at an appropriate level.

Experience

• E1 Experience of efficiently operating office systems
• E2 Able to communicate effectively with colleagues and customers at all levels
• E3 Experience of working in a fast paced customer focused environment