SEND Business support assistant

Please do not apply if you are not able to work Full time, Office base DY5 - Cannot accommodate hybrid working due to the sensitivity of the role.

Administrative Duties

• Managing stock processes
• Responsible for senior manager's diaries and email, and taking further actions as directed as appropriate.
• Manage the organisation of events, trips and related administration; ensuring insurance arrangements are made.
• Liaise with Democratic Services to provide reports for meetings, ensuring deadlines are met.
• Collation of annual reports, strategies and plans.
• Completion of statutory returns e.g. forms for DfES, Area Health, etc.
• Co-ordinating the content for publications and liaising with external publishers as necessary.
• Maintain registers for e.g. annual license reviews and ensure renewal and, where appropriate, renegotiate.
• May act as Personal assistant to senior managers including dealing with highly confidential and sensitive issues.

Financial Duties

• Year end procedure
• Responsible and accountable for petty cash where referral to senior manager is only for approval on individual spending items and where the post holder is in overall control
• Responsible for cheque book(s)
• Preparation of orders and identification of budget codes
• Maintain income and expenditure accounts
• Prepare accounts for audit inspection
• Monitor travel claims and process for payment
• Responsible for reconciling bank statements monthly for appropriate accounts
• Safe key holder

Employee Support Duties

• Liaise with the relevant HR team as appropriate i.e. with respect to the recruitment process and for providing basic advice on HR policies.
• Create, maintain and update confidential staff files.
• Record staff absences as appropriate.
• Arrange temp / casual cover as required and process claim forms as necessary.
• Responsible for ascertaining cover requirements in support areas - reception, executive secretariat and arranging that cover, in conjunction with the appropriate line manager where appropriate.
• Process timesheets for payment of temp/casual cover
• Monitor sickness and holiday and complete / authorise timesheets as appropriate
• Deliver training to others as directed

Staff Supervision

• May supervise identified groups of staff and assist with the assessment and development of their training needs when required.

Data Management

• Responsible for the management of significant information management systems
• Responsible and accountable for producing appropriate data for analysis
• Produce statistical information

Buildings and Estates Duties

• Co-ordinate hiring process of premises in accordance with policy applicable to the Directorate

General

• 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/aims of the division, directorate and the 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 divisional, directorate and council objectives, and effective team working.

Special Conditions

The exact focus of the role will be decided at divisional level and will take into account the needs of the division, directorate and council, and the development needs of the member of staff.

It positively encourages applications from all suitably qualified and eligible candidates.