Business Support Officer

11 Mar 2018
14 Mar 2018
Contract Type
Full Time
My Client is a local Government authority and they are looking for an Electoral Services Assistant to start ASAP for a 9 week contract. Details of the role are as follows:


To work under the direction of the Business Support Manager to:

  • Ensure the delivery of a professional, confidential and high quality business support service to social work teams
  • To provide a supporting role on specific projects, including researching and obtaining information as required
  • Organise meetings/visits on behalf of social workers and team managers, liaising with services, schools and external agencies
  • Ensure that work is completed accurately and to deadlines, within tight timescales, observing excellent standards of English grammar and punctuation

  • To undertake the day-to-day administrative functions for social work teams, liaising directly with the Business Support Manager and supporting all other staff within the Service
  • To liaise and co-ordinate activity with Business Support Officers supporting other services
  • To manage and be responsible for the maintenance and development of efficient and effective business support systems e.g. management information systems, filing systems etc. and implementation of improvements and additions required, in accordance with Council policies and procedures
  • To accurately type correspondence, reports, confidential documents, including drafting routing correspondence/emails
  • To support and induct members of staff in relevant areas of administration
  • To undertake administration of all aspects of invoice and ordering requirements for the service including; placing and processing orders for stationery, day to day refreshments and kitchen consumables using CIVICA, and co-ordinating and maintaining repairs for office equipment
  • To maintain and monitor a petty cash system, issue cheques, liaise with finance to enable regular payments to be processed on time and undertake budget queries using OLAS
  • To comply with the Council's standing orders and financial regulations
  • To handle sensitive and confidential data appropriately
  • To undertake the inputting of data as required onto the Children's Case Management System and other relevant data storage systems, and to ensure accurate and timely data returns
  • To coordinate the collection of monitoring and evaluation data from team members and to present these in the form of a report
  • To respond with sensitivity and work effectively with vulnerable individuals and families, in both face-to-face contact and over the telephone
  • To deal with telephone calls and enquiries and liaise with staff from other departmental sections and to communicate both verbally and in written format with outside agencies/suppliers on behalf of the service
  • Provide general administrative support, including photocopying, filing, scanning documents, archiving files and file retrieval, topping up Oyster cards, printing of agendas and meeting papers
  • To provide support services for specific meetings and projects including organising of meetings, issuing of agendas, supporting documentation and initiating follow-up actions as required. Minute and note taking responsibilities as directed
  • To liaise with managers ensuring quality of data to produce reports containing statistical information for scrutiny
  • To record, compile, monitor and report staff absences in accordance with Council policies and procedures
  • To monitor the safety of team members while on home visits
  • To collect, open and date stamp the incoming post, keeping an up-to-date postal log to ensure items can be tracked when necessary and to check for incoming faxes
  • To take part in staff development programmes and or undertake further training if and when required
  • To attend and contribute to regular team meetings both as a business support officer and as part of the team you support
  • To undertake any other duties of a similar level of responsibility as may be required

Knowledge, Skills and Understanding
Ability to provide a comprehensive administrative service including ability to:
  • Organise, take minutes and produce accurate records of meetings, Produce accurate and appropriately laid out and formatted Microsoft Office and other relevant documents, Provide detailed data-rich reports which include spreadsheets, charts and tables
  • Excellent communication and interpersonal skills in order to work effectively with clients and colleagues at all levels, both internally and externally
  • Ability to use a range of verbal and written and communication skills in an effective manner
  • Ability to prioritise workload and to work to tight timescales
  • Proven ability to work as a member of a team, and on own initiative
  • An awareness of the importance of confidentiality and appropriate sharing of information
  • Willingness to learn new skills (for example, in the use of centralised technical systems such as Frameworking and deploy these in an integrated way to increase the overall capacity of the team and the department
  • Ability to work with a clear level of independence, prioritising their workload while liaising with staff and service users from across Hammersmith and Fulham.


  • Experience in an administrative or secretarial position including experience of the use of Microsoft Office software
  • Experience of monitoring or managing a small budget
  • Experience of collecting and recording statistical data

  • Experience of providing administrative support for a social work team and/or in a Children's Services setting
Duration: Temporary – 5 weeks
Start: ASAP
Positions Available: 1
Location: W6 9JU
Hours: 9:00am to 5:15pm – 1 hour lunch
Pay Rate: £12 per hour

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