Business Support Officer Role Profile Job Title Business Support Officer (to the Senior Management Team) Barnet Band and scale range Reports to Business Support Lead Service area Adult and Communities Purpose of Job: Business Support Officer To work within a team to provide a comprehensive range of administrative and business support services including executive support for the Director, Deputy Director, Assistant Directors and other senior managers within Adult and Communities. Business Support Officer To support the Business Support Lead and provide cover when they are absent. Key accountabilities Role Specific Responsibilities To manage a demanding and reactive workload in a responsive way to assist the Business Support Lead to meet the Senior Management Teams key objectives and external regulatory requirements. Business Support Officer To work with the Business Support Lead to ensure the administrative and wider business needs of the Senior Managers, including Director, Assistant Directors and Heads of Service efficiently are met, including executive support. To undertake word processing and email correspondence as required. (This may be confidential and may be complex in nature) To receive telephone calls on behalf of Senior Managers within Adult and Communities and deal effectively with those calls with the necessary tact and sensitivity. To organise the effective collation and distribution of correspondence and papers to ensure that items are both received and dispatched as appropriate. To support and manage filing systems. Acting as the first point of key contact for Senior Managers for all internal and external contacts ensuring where possible contacts are resolved and where this is not possible they are directed/passed to the appropriate senior manager within Adult and Communities. To open, sort and deliver post to all members of Adult and Communities Senior Management Team. To manage the distribution and despatch of external post. ? To support the Business Support Lead in the preparation of meetings and conferences. To deal with telephone enquiries, photocopying and other administrative support as required. To organise meetings and take minutes as necessary. 2 To ensure correct office management systems are maintained in line with the procedures defined. To assist in the management of files, stationery and equipment as required. To assist in the disposal and archive process for confidential and non confidential documents. To assist in the office management processes and procedures as defined by the Business Support Lead. Flexibility The Business Support Officer may be required to vary hours of work in agreement with the Business Support Lead to support of the requirements from the Senior Managers, including Director, Assistant Directors and Heads of Service within Adult and Communities. Business Support Officer will be expected to provide cover for the Business Support Lead within Adult and Communities. From time to time the post holder may be required to provide other duties to support the requirements of the Senior Managers within Adult and Communities. The requirements will be consistent with the post and grade. Health and Safety Ensure safe and efficient delivery of service by achieving high standards of health and safety and reducing risk. The Councils Commitment to Equality Deliver the councils commitment to equality of opportunity both in the provision of services and as an employer. Promote equality in the work place and in the services the council delivers PERSON SPECIFICATION Qualifications required Type Level required Professional qualifications/memberships None Education A good general education to enable effective verbal and written communications Technical / Knowledge Requirements Type Description Office Management The ability to provide efficient and effective administrative support Experience of operating efficient office systems Ability to work with Microsoft Office applications such 3 as Outlook, Excel, PowerPoint and Word. The ability to maintain efficient, effective and secure filling systems. Able to communicate effectively with colleagues and customers and all levels Excellent word processing skills and able to compose correspondence on standard issues ? Able to show flexibility and initiative Behavioural Competencies Competency Level 1 Personal Effectiveness Communicating & Influencing Is courteous and polite when interacting with customers and colleagues. Passes on information accurately and promptly. ? Listens carefully to others and asks questions for clarification. Presents ideas and views with confidence and clarity.