Business Support Officer Grade 4

Administrative Duties

• Maintain more complex data and record systems, identifying and obtaining missing information where necessary.
• Transfer files electronically, including updating data, and preparing and sending files to other directorates through the secure web site.
• Administer administrative procedures.
• Manage routine enquiries from the general public.
• Manage arrangements for publications and other publicity and course/seminar materials.
• Undertake property related duties, inventory recording and auditing, initiating repair and maintenance work etc.
• Draft replies to letters.
• Ensure accident procedures are followed and reports made.
• Timesheets and other personnel records administration.
• Attend meetings, take and prepare minutes.
• Collection of statistical information.
• Awareness of Data Protection issues, including data protection administration as required.
• Using ICT packages to design and create high quality material for formal publications and to support events e.g. seminars, displays etc.
• Co-ordination, collation and submission of information and documentation relating to applications for grants and funding.
• Contribute to the planning, creation, development, implementation and operation of procedures and processes which allow effective liaison with external contractors.

Employee Support Duties

• Prepare documentation where tasks require complete accuracy and confidentiality.
• Create, maintain and update confidential staff files.
• Supervision of work experience and trainees including basic instruction and answering of queries, under the direction of line supervisor/manager.
• Liaise with the relevant HR team as appropriate i.e. with respect to the recruitment process and/or providing basic advice and guidance on policies and procedures.
• Supporting recruiting managers with the recruitment of permanent employees and agency workers e.g. input of vacancies onto the recruitment system, planning and preparation for interviews, support on the day of interviews.
• Arrange temp/casual cover as required and process timesheets as necessary.

Financial Duties

• Cash handling as required - may include receipt, balancing and banking, petty cash reconciliation.
• Process payments and check invoices being signed off by Supervisor/Manager, ensuring that they are recorded on the appropriate system.
• Maintain records and registers of cash transactions.
• Prepare/initiate correspondence, collect and chase non-payment of monies owed to Council.

General Responsibilities

• Be aware of and comply with divisional and directorate policies and procedures relating to health and safety, security, confidentiality, data protection, child protection and vulnerable adults.
• Reporting all concerns to the appropriate person.
• Contribute to the overall ethos/work/objectives of the division, directorate and council.
• Participate in training, other learning activities and performance development as required.
• Attend and participate in meetings as required.
• Any other duties commensurate with the duties/responsibilities/grade of the post.
• All staff will be expected to accept reasonable flexibility in working arrangements, and the allocation of duties including duties normally allocated to posts at a lower responsibility level, in pursuance of objectives of division, directorate and the Council, and effective team working.