Business Support Officer

We are seeking a highly organized and proactive Business Support Officer to join our team. The successful applicant will be expected to attend meetings, take minutes, deliver taskings and exchange information with partners so that problem solving around the issue of begging and homeless can develop., To undertake a range of business support tasks such as managing your own emails, copying, scanning, faxing, archiving, post, answering the telephone and taking messages.
To be responsible for inputting and updating records both manually and electronically on multiple systems, including extracting basic information within set parameters.
Carry out basic audit and quality control of data input.
Copy typing from notes, including completing standardised templates.
To deal with enquiries by telephone and face to face and ensure that they are dealt with effectively and efficiently, e.g. answering routine queries, signposting and taking messages where appropriate.
Provide telephone cover and assistance for other teams as required
To input, complete and update both manual and electronic standard format data, checking the correct information is provided and chasing missing data.
Produce standard reports and presentations.
To provide basic facilities management - setting up rooms for meetings ensuring the required equipment and resources are available and assisting attendees.
Undertake the co-ordination of public information and literature, ensuring stock levels are maintained and in date.
To carry out routine invoicing, creating purchase orders (including orders for non routine items), handling of petty cash and taking payments.
The population and creation of basic of spreadsheets, including the creation and use of basic formula.

In addition, post holders working to this job profile may also undertake the following main duties and responsibilities, (but not necessarily all of them).

To take notes at meetings.
To coordinate dairy planning for the Senior Management Team and other senior managers, including entering agreed multiple engagements/meetings into electronic diaries.
To keep diaries up to date with all changes, including last minute changes each day to ensure an up to date record is maintained.
Management of Room bookings including inviting attendees and distribution of notes.
To be the dedicated Printer champion for the department, ensuring that stock levels are maintained, reporting faults and ensuring maintenance of the printers.

Understanding of computer systems and competency in Office Applications e.g. MS Word/Excel and office packages.
Previous clerical experience and knowledge of clerical systems and procedures
Experience of dealing with enquiries from a range of people
Ability to apply accurate literacy and numeracy skills to include spelling, grammar, punctuation, percentages and decimals
Ability to organise own work with minimum supervision.
Ability to work on own initiative as well as part of a team.
Ability to work to a high degree of accuracy with attention to detail.
Ability to communicate both orally and in writing to a range of audience
Level 2A
Able to deal confidently with members of the public, colleagues, members and external organisations
PLUS
Ability to cope with confrontational situations
OR
Level 2 B
Able to deal with invoices in accordance with council procedures and carry out relevant audit requirement
Flexibility, willingness and motivation to expand knowledge and experience
Ability to maintain confidentiality
Some posts may involve working in establishments that deal with vulnerable clients and as such applicants must be capable of working in this type of environment.