JOB DESCRIPTION

JOB TITLE GRADE REPORTS TO : : :

BUSINESS SUPPORT OFFICER

GRADE 2

BUSINESS SUPPORT MANAGER

_______________________________________________________________________________ Job Purpose As part of the Business Support team, provide efficient administrative support to the Head of Improvement and Governance, the Business Support Manager and the Business Partners within the Improvement and Development team as they provide consultancy and training. To proactively carry out a range of secretarial support services including being the first point of contact for enquiries. To take responsibility for managing a range of projects and organising and administering training events and seminars, updating our website and intranet and reviewing our customer contacts. ______________________________________________________________________________ Accountability Statements 1 Improvement & Governance Provide administrative support to the Head of Improvement & Governance and the Business Partners to ensure that the service we offer our customers is prompt, efficient and meets their needs. This includes, liaising with our customers regarding our work and developments, responding to initial enquiries and keeping the Inprovement & Governance information site up to date. Attend seminars, events and meetings as required to provide administrative support to the Head of Improvement & Governance and the Business Partners and consultants 2 Business Support Services Provide administrative support to ensure the organisation's aims are met and deadlines are achieved. This includes arranging meetings, booking facilities, organising speakers/trainers, drafting agendas, collation of agenda papers, minute taking and distribution. Arranging and running various network meetings including preparation of information, training materials and presentations. Ensure that all documentation produced is accurate, prioritised to meet changing deadlines and delivered within agreed timescales.

1
S:\Intranet\Admin\JOB\Admin Support Staff\Maternity Cover 2009\JD Imp and Gov 09.doc

Ensure good customer relationships are built through providing an efficient, customerfocused service. Take ownership of telephone / e-mail enquiries to ensure a professional image is maintained at all times and accurate messages forwarded. Liaise with Business Support Manager on financial matters to ensure quotations for work and invoices are accurately processed. 3 Project Support To support Business partners, Consultants and the Business Support Manager with various projects and areas of work involving research, communications with other organisations and reports as required. 4 SEE Information Systems Administration and data entry for surveys, mini surveys, collating responses, preparing and circulating reports. Liaising with external agencies and our customers to seek information as required. Update and maintain SEE databases (eg, SEEInfo, SEE Intranet, authority lists, Access database,) to ensure the requirements of users are met and to facilitate effective communication links. Assisting with updating website and regularly checking all information on the website is accurate and relevant. Maintain accurate and up to date data storage systems, both manual and electronic, ensuring that information is maintained in a logical sequence enabling prompt and easy data retrieval. 5 Health and Safety Be conversant and comply with Health and Safety regulations applicable to the organisation. Take reasonable care of yourself and others affected by your work activities, use equipment correctly and apply safe working practices effectively to remove or minimise risks of accidents or injury and to meet statutory obligations. Fairness and Dignity at Work Actively support SEEs Fairness and Dignity at Work policy to assist in eliminating discrimination and in maintaining a fair, positive and productive working environment, to meet statutory obligations and good employment practice.

______________________________________________________________________________

2
S:\Intranet\Admin\JOB\Admin Support Staff\Maternity Cover 2009\JD Imp and Gov 09.doc

Communications The organisation has 74 local authority members and 136 Associate Members and this role will come into regular contact with the following: Internal Regional Director Business Support Manager Business Partners Improvement and Development consultants Support staff

External - HR professionals and managers from local authorities - Elected members - Associate members - Other agencies - Associate consultants - Trade Unions _______________________________________________________________________________ Regional Director February 2009

3
S:\Intranet\Admin\JOB\Admin Support Staff\Maternity Cover 2009\JD Imp and Gov 09.doc

PERSON SPECIFICATION BUSINESS SUPPORT OFFICER

Importance (E = Essential) (D = Desirable) E E E E E

Key Accountabilities Employment Services -

Experience and Competency Required Excellent communication skills, both verbal and written Ability to work on own initiative Demonstrates good time management and organisational skills Understands the need for confidentiality Demonstrates tact, diplomacy and political awareness Experience of working in an environment requiring attention to detail and accuracy

Business Support Services

Excellent team working skills Able to draft letters, reports and agendas Experienced in arranging meetings and note taking Able to produce accurate minutes Proven logical and methodical approach to administrative procedures Proven numerical skills and able to deal with financial administration Able to monitor budgets

E E E E E E E

Project Support

Able to work as part of a project team and meet deadlines Must be fully conversant with Windows based IT systems, eg, Word, Excel, Powerpoint, Outlook and Access Able to plan and organise own workload in an efficient and effective manner

E E E

4
S:\Intranet\Admin\JOB\Admin Support Staff\Maternity Cover 2009\JD Imp and Gov 09.doc

Key Accountabilities

Experience and Competency Required

Information Systems

- Experience of dealing with, and managing, confidential and sensitive information. - Able to put appropriate information distribution and control systems in place - Experience of using Internet and Email. - Knowledge of updating and maintaining websites/databases - Evidence of a methodical, organised and accurate approach to work - Able to input and access information from intranet Conversant with current Health and Safety legislation and its practical application in the workplace Demonstrates a knowledge of the importance of Fairness and Dignity at Work and its practical application in the workplace

Importance (E = Essential) (D = Desirable) E E E D E D D

Health and Safety

Fairness and Dignity at Work

February 2009

5
S:\Intranet\Admin\JOB\Admin Support Staff\Maternity Cover 2009\JD Imp and Gov 09.doc