Business Support Assistant C

The purpose of the post is to support the effective day to day running of the function/department, and provide full administrative support to the team., 1) To be the point of contact for internal and external range of contacts of the Department in relation to matters pertaining to services provided by the Department. This will include dealing with visitors, telephone enquiries and the taking and passing of messages as appropriate, dealing with email enquiries and identifying and responding to customer queries/needs in accordance with Customer Service and departmental standards.

2) To be responsible for the collation, input and retention of accurate data and information into electronic and manual Departmental Systems. To include data retrieval, extraction and presentation to senior colleagues for reports and other purposes.

3) To be responsible for development of accurate local databases/spread sheets/systems under direction of the manager and to run routine standard/ template reports from systems and data bases, meeting deadlines set by managers and colleagues

4) To undertake reception cover as and when required, signposting customers, the public and other agency colleagues where appropriate providing an effective and efficient service.

5) To maintain a strong network with other Departmental and wider contacts, providing advice on the service and support as appropriate within the scope of the role.

6) To ensure that all relevant current information relating to the service is distributed efficiently and professionally to internal and external contacts.

7) To be responsible for setting up of new electronic and manual files and systems for the Department, e.g. storage, photocopying, archiving and retrieval of closed/archived files in line with the operations of the office.

8) To be responsible for the opening, sorting and distribution of incoming and outgoing mail/faxes and to assist, as delegated, with the management of email correspondence/diary of the team and colleagues.

9) To be responsible for providing word processing support and basic excel support to the Department following Departmental and Corporate templates and any statutory requirements, e.g., Letters, Reports, Forms, Policies. To prepare power point presentations, written reports and correspondence on behalf of Managers and colleagues.

10) To be responsible for issuing items of stationery, and reporting shortages to a more senior member of staff, maintaining any stock inventories and following office procedures.

11) To undertake various straightforward financial administrative duties in line with financial regulations, e.g., coding of invoices, ordering via the procurement system. To handle small amounts of petty cash and/or be required to calculate and process payments from clients/customers which may include cash, pensions, invoices, cheques, electronic transfers.

12) To arrange meetings, invite attendees, collate and distribute documentation prior to events, booking accommodation, travel arrangements, refreshments as required. To take minutes of meetings, including writing up and circulation accurately and a timely manner.

13) To maintain and update confidential employee records for the function, i.e. sickness, leave, using the appropriate manual or electronic systems.

14) To maintain high levels of confidentiality in all areas of service provision, particularly with reference to any sensitive data or information held.

15) Ensure compliance with corporate policies and procedures including the code of corporate governance, health & safety, risk management procedures and financial regulations.

Standard Job Description Clauses:

Flexibility: Due to the nature of this post you may be required to work at a variety of locations within Wrexham County Borough Council, as determined by the Head of Department.

Job Evaluation: This job description has been compiled to support the job evaluation process. The Council has adopted the GLPC Job Evaluation Scheme as from 2007.

Other Duties: The duties and responsibilities in this job description are not exhaustive. The post holder may be required to undertake other duties that may be required from time to time within the general scope of the post. Any such duties should not substantially change the general character of the post. Duties and responsibilities outside the general scope of this grade of post will be with consent of the post holder.

Review: This is a description of the job as it is presently constituted. It is the Council's practice to periodically examine job descriptions and update them to ensure they accurately reflect the job required to be performed or to incorporate proposed changes. The post holder will be consulted upon and all employees are expected to participate fully in such discussions. It is the Council's aim to reach agreement on reasonable change, but if agreement is not possible, the Council reserves the right to insist on changes to the job description after consultation with the individual concerned.

Equalities: The post holder is required to carry out the duties in accordance with the Council's Equalities Policies.

Health and Safety: The post holder is required to carry out duties in accordance with the Council's Health and Safety policies and procedures.

Training: The post holder is required to carry out duties in accordance with the Council's Training and Appraisal policies and procedures.

Council Policies: The post holder is required to carry out duties in accordance with the Council's policies and procedures, in particular data protection, confidentiality, ICT, code of conduct, employee handbook and customer care. Further information / advice is available from Human Resources and copies of these documents can also be found on the Intranet.

Review: This is a description of the job as it is presently constituted. It is the Council's practice to periodically examine job descriptions and update them to ensure they accurately reflect the job required to be performed or to incorporate proposed changes. The post holder will be consulted upon and all employees are expected to participate fully in such discussions. It is the Council's aim to reach agreement on reasonable change, but if agreement is not possible, the Council reserves the right to insist on changes to the job description after consultation with the individual concerned.

(Optional) Safeguarding: All employees working with children and or vulnerable adults have a responsibility to promote the welfare of children and vulnerable adults during the course of their work., 1) To be the point of contact for internal and external range of contacts of the Department in relation to matters pertaining to services provided by the Department. This will include dealing with visitors, telephone enquiries and the taking and passing of messages as appropriate, dealing with email enquiries and identifying and responding to customer queries/needs in accordance with Customer Service and departmental standards.

2) To be responsible for the collation, input and retention of accurate data and information into electronic and manual Departmental Systems. To include data retrieval, extraction and presentation to senior colleagues for reports and other purposes.

3) To be responsible for development of accurate local databases/spread sheets/systems under direction of the manager and to run routine standard/ template reports from systems and data bases, meeting deadlines set by managers and colleagues

4) To undertake reception cover as and when required, signposting customers, the public and other agency colleagues where appropriate providing an effective and efficient service.

5) To maintain a strong network with other Departmental and wider contacts, providing advice on the service and support as appropriate within the scope of the role.

6) To ensure that all relevant current information relating to the service is distributed efficiently and professionally to internal and external contacts.

7) To be responsible for setting up of new electronic and manual files and systems for the Department, e.g. storage, photocopying, archiving and retrieval of closed/archived files in line with the operations of the office.

8) To be responsible for the opening, sorting and distribution of incoming and outgoing mail/faxes and to assist, as delegated, with the management of email correspondence/diary of the team and colleagues.

9) To be responsible for providing word processing support and basic excel support to the Department following Departmental and Corporate templates and any statutory requirements, e.g., Letters, Reports, Forms, Policies. To prepare power point presentations, written reports and correspondence on behalf of Managers and colleagues.

10) To be responsible for issuing items of stationery, and reporting shortages to a more senior member of staff, maintaining any stock inventories and following office procedures.

11) To undertake various straightforward financial administrative duties in line with financial regulations, e.g., coding of invoices, ordering via the procurement system. To handle small amounts of petty cash and/or be required to calculate and process payments from clients/customers which may include cash, pensions, invoices, cheques, electronic transfers.

12) To arrange meetings, invite attendees, collate and distribute documentation prior to events, booking accommodation, travel arrangements, refreshments as required. To take minutes of meetings, including writing up and circulation accurately and a timely manner.

13) To maintain and update confidential employee records for the function, i.e. sickness, leave, using the appropriate manual or electronic systems.

14) To maintain high levels of confidentiality in all areas of service provision, particularly with reference to any sensitive data or information held.

15) Ensure compliance with corporate policies and procedures including the code of corporate governance, health & safety, risk management procedures and financial regulations.

Experience of dealing with cash/petty cash or financial processes, Practical and Intellectual Skills

Experience of working in a busy office/location, Ability to communicate in Welsh, Ability to work in a confidential environment, Personal Circumstances

Ability to travel across the County Borough to carry out work (e.g. attend meetings / visit clients or work sites)
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