Job Title: Business Support Officers Contract type: Temporary 3-6-months / Sector: Local Government Location: Bromley Start Date: ASAP, immediate starters with a short notice period ( If currently working, please state what is your current notice period on your CV or cover letter) Hours Per Week: Full-time position, 36 hrs pw PAYE Rate : £13 - £16 ph (depending on role) MAIN PURPOSE To provide exceptional personal and business support services to the Chief Executive, as directed by the Office Manager & Executive Assistant, it is essential to support them effectively. This involves generating documents and presentations as instructed, maintaining up-to-date contact lists, and ensuring confidentiality regarding the work of the Chief Executive's office. Additionally, it is necessary to establish and maintain effective relationships with other Council departments, partner agencies, elected members, and the offices of local Members of Parliament. The role also involves placing orders and making payments using Council finance systems, setting up and maintaining a complaint/comment monitoring system, and ensuring the maintenance of relevant departmental business continuity and emergency planning. SUMMARY OF RESPONSIBILITIES AND DUTIES • Efficiently manage the diaries of the Chief Executive and Office Manager, scheduling appointments and arranging travel and accommodations as necessary. • Manage incoming mail and electronic mail addressed to the Chief Executive, reviewing and distributing it to appropriate Directors or other staff members as needed, while ensuring that all relevant information is included. • Ensure that all correspondence, including letters, emails, and phone calls, are handled appropriately, and refer them to the appropriate staff members when necessary. Additionally, bring any urgent priorities, issues, or complaints to the attention of the Office Manager and Executive Assistant to the Chief Executive. • Draft routine correspondence on behalf of the Chief Executive, Office Manager, and Executive Assistant, and respond personally to emails and phone calls directed towards them. • Assist with the development and maintenance of administrative systems and procedures, including managing confidential files, to support the efficient operation of the Chief Executive’s office. • Provide administrative support for a range of meetings, including taking and producing minutes/action notes, arranging venues, issuing invitations, preparing agendas and materials, collating reports, and distributing them in a timely manner. Requirements SKILLS AND ABILITIES: • Proven track record of providing proactive support to senior managers in a business setting. (S/I) • Proven ability to maintain and support administrative and business systems while adhering to procedures. (S/I) • Proficient use of various software packages and applications to produce high-quality correspondence, documents, and presentations, as well as make payments for goods and services. (S/I/T) • Ability to work independently, manage and prioritise workload according to the needs of the service. (S/I) • Consistent ability to maintain confidentiality and discretion in all professional interactions. KNOWLEDGE: • Understanding the Council's services and the responsibilities of its officers and elected council members. (S) • Appreciation of the importance of maintaining confidentiality and the methods used to do so. (S/I) • Familiarity with the provisions of the Data Protection Act 1998 and the EU General Data Protection Regulation. (A) EXPERIENCE • Experience in liaising with various stakeholders, such as elected officials, MPs, senior executives, external organisations, and members of the general public. (S/I) • Experience in providing administrative or personal assistant support to high-ranking personnel. • Experience in utilising Microsoft software applications in a professional setting. (S/I) • Experience in assessing and proposing enhancements to administrative processes. (S/I) • Experience in handling inquiries and grievances. (S/I) • Experience in drafting precise meeting minutes and clear written correspondence, including letters and emails, in response to inquiries. (S/I) SELECTION CRITERIA Application (A) Shortlisting (S) Test (T) Interview (I)