Business Support Officer

We are seeking a highly organized and proactive Business Support Officer to provide comprehensive, high-level administrative and personal assistant support to Service Directors within Luton Council. This pivotal role requires sound judgement, discretion, and the ability to handle sensitive information with the utmost confidentiality.

You will manage complex diaries, ensuring effective prioritisation and coordination of appointments within a demanding and fast-paced environment. The role involves liaising with councillors, senior officers, and external organisations to coordinate meetings, seminars, and conferences, including arranging venues, virtual platforms, travel, and accommodation where required.

A key aspect of the role is supporting Service Directors in meetings and formal proceedings, including investigations, hearings, and grievance meetings, by taking accurate notes and ensuring clear documentation. You will also oversee incoming communications, prioritising emails and requests, and work closely with Service Managers to ensure timely and appropriate action.

You will organise and attend a range of internal and external meetings, preparing agendas, collating and distributing papers, and producing accurate minutes with clear follow‑up actions. In addition, you will play an important role in organising events and activities that support departmental objectives and promote a positive image of Luton.

The role also includes supporting business continuity processes, performance monitoring, risk management, complaints handling, and committee reporting. You will track progress against deadlines, maintain registers, and ensure key issues are escalated appropriately. You will be responsible for developing and maintaining effective administrative systems, databases, and processes, as well as analysing and presenting data in a clear and accessible format.

Drafting high‑quality correspondence, presentations, and reports on behalf of senior leaders will also form a core part of your responsibilities. As the first point of contact for many enquiries, you will manage incoming calls and requests with professionalism, ensuring excellent customer service and appropriate escalation where necessary. You will also support financial processes such as invoice handling, budget coding, and ordering in line with council procedures.

This is a varied and dynamic role, requiring flexibility and a collaborative approach, including providing cover and additional support across the Director’s office when needed. It offers an excellent opportunity to contribute to the effective running and continuous improvement of services within the Inclusive Economy Directorate.

You will have demonstrable experience providing high-quality secretarial and administrative support to senior management, with a proven ability to develop and maintain effective procedures, systems, and processes that support the smooth and efficient functioning of a team. Experience within a local authority or public sector environment is desirable.

You are highly organized, with strong planning and coordination skills, and can adapt quickly to changing priorities and ways of working. You are confident in managing detailed workloads, producing accurate and complex documentation, and drafting professional correspondence, reports, and meeting minutes across a range of settings.

With excellent communication skills, you are able to engage clearly and effectively with stakeholders at all levels, both in writing and face-to-face. You can identify requirements, provide constructive feedback, and communicate assertively to ensure high standards are met. You are proactive and able to use your own initiative, confidently establishing facts and taking appropriate action within defined procedures.

Your problem‑solving skills enable you to review, develop, and implement administrative processes to improve efficiency and effectiveness. You will have experience using a range of IT applications, including word processing, presentation, spreadsheet, and database systems, and are comfortable learning new software quickly. Some experience in supporting or organising events would be beneficial.

An understanding of equality issues, including recognising and responding appropriately to different forms of discrimination, is important. You will also have a working knowledge of data protection principles and Freedom of Information requests. You should hold a Business Administration qualification (Level 2 or 3) or have equivalent relevant experience. Flexibility is essential, as the role may require adjustments to working hours, including occasional evening meetings, to meet service needs.

Our ambitious Luton 2040 Vision – that no-one in Luton will have to live in poverty – is at the heart of everything we do. We recognise that our people are remarkable, talented, committed and passionate about serving our residents. The people of Luton depend heavily on this council – and that means our workforce! We welcome applications from all sections of the community and are committed to developing a workforce that reflects the diversity of our borough.