Business Support Assistant in Usk

Job Category: Admin & Clerical

Location: County Hall, Usk, Monmouthshire, NP151GA

Start Date: immediate

Start Hours: 37

Salary: £14.13

MUST have a car due to remote location (3 days office, 2 days home working).

MUST have strong digital and organisational skills, be helpful and a team player. Excellent phone manner and attention to detail are also imperative. At least 2 years recent experience is needed for this varied role. We are looking for someone who brings reliability, commitment, and enthusiasm to the role alongside highly technical IT skills and knowledge of data and its manipulation. Someone who understands the importance of business support and the difference it makes to the effective running of the integrated team.

Responsibilities

• Administration
  • Responsible for timely and professional managing of incoming and outgoing correspondence from the social work teams (e.g., letters, emails, mail merges and verbal communications).
  • Responsible for storing information correctly, e.g., file management of paper and electronic notes and records.
  • Gather information and copy to respond to Data Protection Subject Access requests (DSARs).
  • General minute-taking as requested, e.g., strategy meetings, which very occasionally may include travelling to meetings across and outside of the County.
  • Responsible for administrative tasks such as photocopying, scanning, printing, room bookings, transport and hotel bookings.
  • Database validation, reporting and updating databases as we move from one system to another.
  • Booking meetings, diary management and sending meeting invites and corresponding minutes.
  • Responsible for maintaining supplies and stock control, e.g., Stationary.
  • Conduct timely file audits to ensure that Children’s files have appropriate documentation prior to transfer to the next team.
  • Adhoc administrative tasks to meet service requirements as requested.
• Finance
  • Petty cash and recording transactions in line with the process.
  • Recording and monitoring the distribution of the cash expenditure within the service.
  • Support colleagues to monitor and validate all financial information (e.g., Financial Schedules).
• Developing and Maintaining Relationships: Communication
  • First Point of Contact and Response – provide a professional service handling incoming calls regarding safeguarding referrals, taking and passing on messages and accurately recording contacts.
  • Raising any serious issues with relevant Senior Managers.
  • Ensure a good presence in the office and around Children’s Teams to provide regular face-to-face support.
  • Regularly attend the Digital Champion’s meeting and cascade information to the team.
  • Responsible for building relationships of trust through open and interactive communication.
  • Validate and complete/record information using the appropriate methods/tools (e.g., face-to-face, leaflets, noticeboards, HUB, Children’s Services HUB).
  • Troubleshoot and work with colleagues to investigate solutions to presenting issues.
• Customer Relations
  • PLANT – internal database; responsible for creating and maintaining all Children’s records including Assessments and Reviews to ensure that they meet the statutory guidelines.
  • Support and help train colleagues and Social Work teams to use the system and any future system.
  • Responsible for systems administration (e.g., adding a new user, removing duplicates, troubleshooting).
  • Responsible for creating new cases and closing cases down; this includes use of the application and maintenance of all electronic file systems and any other relevant systems linked to Social Work teams.
  • Maintain PLANT notifications to record child and family changes (e.g., GP Records).
• Human Resources
  • Support managers with general administration and recruitment if needed (e.g., 1:1’s, appraisals, team meetings).
  • Accident and incident reporting when required.
  • Assistance with the recruitment process, invites and facilitation plus new starter or change/termination forms if needed.
• Staff Development and Support
  • Assist with training, supporting and sharing knowledge with new starters and existing colleagues (PLANT, systems and all other processes).
• Doing it better: Performance and Evaluation
  • Maintain awareness of internal and external measures and support colleagues with the process and format(s) for data capture.
  • Responsible for ensuring scheduled reports are checked and anomalies are addressed.
  • Support data quality improvements using routine validation reports.
  • Support colleagues with year-end validation of national measures.
  • Be open and flexible towards new ways of working, as part of the Business Support Team and the whole Service.
  • A culture and environment committed to the integration of business support in its broadest sense.
  • Work in a friendly and supportive team.