Business Support Officer

Job Description

Job Category: Admin & Clerical
Location: Downpatrick Leisure Centre, Newry, Mourne and Down District Council
Hours Per Week: 17.13
Start Date: Immediate Start
Start Time: 09:00
End Time: 17:00
Salary: £10.60

Based in Down Leisure Centre, Downpatrick. This post will work an average of 17.13 hours per week.

Week 1:
Saturday 1.30pm -6pm
Monday 4.45pm-10.30pm
Wednesday 4.30pm-10.30pm
Friday 4.30pm-10.30pm

Week 2:
Tuesday 4.30pm-10.30pm
Thursday 4.30pm-10.30pm

Duties and Responsibilities:
1. Provide comprehensive administrative and secretarial support to a number of Council Officers on a daily basis including acting as point of contact for a service or department.
2. Provide seamless confidential business support and administrative cover working cross departmentally as required within the Business Support Service.
3. Provide business support to agreed service standards and standard operating procedures to ensure the highest standards of work, including effective and efficient turnaround times and work prioritisation.
4. Process and record applications, system transactions and queries in accordance with approved operating procedures.
5. Provide an excellent standard of customer service, including reception services and liaison with other departments of the council, external agencies and members of the public. This will include taking ownership of customer queries and complaints and following through to completion.
6. Provide advice and information to colleagues and customers on business support processes.
7. Process and maintain a range of data and document management systems, this will include filing, archiving, retrieval, research, checking for accuracy, transfer of data to other agencies in line with statutory or service level agreement requirements.
8. Prepare papers and reports actioning recommendations and maintaining follow up and manage correspondence in accordance with departmental procedures.
9. Process financial transactions, to include recording and receipt of all monies (including credit card payments), bank lodgements, updating financial records, generating and processing invoices for authorisation, purchasing goods and/or services, maintaining stock control records, assisting with financial claims and budget monitoring in accordance with financial regulations and governance.
10. Operate and monitor the Council’s manual and computerised booking/requisition systems in accordance with approved procedures.
11. Acknowledge correspondence received and draft, issue and respond in accordance with departmental procedures and agreed timescales.
12. Organise meetings, prepare agendas, service meetings, take minutes, distribute all relevant documents, action recommendations and maintain follow up as required.
13. Assist in the delivery of departmental projects and events, as required.
14. Assist in the maintenance of relevant Business Support Systems and Quality Management Systems including monitoring and review of systems and implementing improvements as directed.
15. Provide peer support with staff inductions, work placement students, training and development programmes in accordance with Council policy and procedures.
16. Contribute to all aspects of service delivery within the Business Support Service, delivering high quality and cost effective services.

Performance Improvement:
17. Keep up-to-date with changes and amendments to relevant and allied procedures including areas of best practice relating to the post holder’s service area.
18. Participate in employee training and development activities to ensure that knowledge, skills and competence required to fulfil the role in full are up to date.

General:
19. Carry out duties in compliance with the Health and Safety at Work Order 1978 (as amended); Acts of Parliament; Statutory Instruments and Regulations and other legal requirements; and all Council Policies and Procedures including Dignity at Work, Health and Safety, Attendance and all relevant Codes of Conduct.
20. Undertake the duties in such a way as to enhance and promote the positive reputation of Newry, Mourne and Down District Council.
21. Lead by example by behaving at all times in accordance with the Council’s values and promote same within the organisation and externally.
22. Undertake all aspects of work respecting confidentiality and ensure that personal and/or sensitive information under the control or access of the post holder is used, stored and maintained in accordance with relevant data protection legislation.
23. Contribute to Corporate, Departmental and Regional working groups as required.