Job Description
Summary:
The Business Support Officer role within the Children’s Service Fostering Finance Team is crucial for ensuring smooth operations and financial management. This position involves a variety of administrative and financial tasks, including managing reception duties, processing payments, and maintaining databases. The role requires excellent communication skills, attention to detail, and the ability to work both independently and as part of a team. An enhanced DBS check is mandatory due to the nature of the work with children and vulnerable adults.
Responsibilities:
* Cover reception duties, including telephone and visitor management.
* Record and manage incoming/outgoing mail.
* Arrange travel and accommodation bookings.
* Assist in processing credit card expenditures.
* Update the Carefirst Client Record System.
* Support invoice processing and financial tasks.
* Manage pool car and room bookings.
* Assist with archiving, scanning, and printing.
* Perform general finance and administrative tasks.
* Maintain the Fostering and Adoption payment database.
* Ensure accurate and prompt processing of payment authorizations.
* Request and follow up on payment documents from Social Workers.
* Process and monitor payments to carers.
* Provide regular reports and statistical information.
* Calculate and liaise with carers regarding payment discrepancies.
* Handle insurance claims as needed.
* Order and maintain fostering equipment supplies.
* Compile and maintain effective filing systems.
* Identify and present retainer payment information to Team Managers.
* Provide backup support to other team members.
* Assist in processing fostering applications.
* Conduct background checks for new applicants and existing carers.
* Maintain records of checks and significant incidents.
Requirements
* MUST HAVE ENHANCED DBS
* Ability to work flexibly and adapt to changing priorities.
* Excellent verbal and written communication skills.
* Experience working to agreed standards and deadlines.
* Ability to work independently and as part of a team.
* Experience in database maintenance and working with figures.
* Positive, customer-focused attitude.
* Understanding of staff motivation and support.
* Office-based work, 5 days per week, 8:30 am - 5:00 pm (4:30 pm on Fridays).
* Enhanced DBS check is essential.
Requirements
Essential Qualifications/Knowledge: GCSEs A*- C (9-4) or equivalent in English and Maths. Willingness to undertake relevant learning and development. Desirable Qualifications/Knowledge: NVQ Level 2 or 3. Customer care qualification/training. Basic knowledge of relevant legislation, policies, and procedures. Essential Experience: Proficiency in Microsoft Software Packages (Word, Excel, Outlook). Experience in providing information and signposting customers professionally across various communication methods. Proven track record of delivering effective business support services. Administrative experience with a solid understanding of office procedures. Ability to prioritise workload to meet deadlines. Experience in maintaining documents, records, and data. Desirable Experience: Experience in process improvements. Essential Skills: Ability to resolve customer issues and keep them informed. Competence in processing basic service requests. Strong customer care skills and initiative in handling inquiries. Effective communication skills for providing information and addressing customer needs. Numeracy skills for calculations and data accuracy. Literacy skills for handling correspondence and documents. Decision-making skills based on criteria evaluation. Teamwork skills to collaborate effectively with colleagues. Time management skills to prioritise tasks and meet deadlines. High level of accuracy and attention to detail.