Business Support Officer - Gosport, United Kingdom - Gosport Borough Council

Description

GOSPORT BOROUGH COUNCIL

LEGAL, DEMOCRATIC AND PLANNING SERVICES UNIT

JOB DESCRIPTION

Job Title:
Business Support Officer


Post No: 201693


Grade: 4


Location:
Town Hall, Gosport


Responsible to Head of Corporate Policy and Community Safety


Liaison with:
GBC staff, Councillors, the public, partner agencies and contractors.


Purpose of the Job:
To provide administrative support for the Corporate Policy and Community Safety Section.


Hours of work: 20 hours per week, days and times of working as agreed with the Head of Corporate Policy and Community Safety and in accordance with Councils scheme of flexible working hours. The post holder may be required to work outside normal office hours from time to time.


Special Conditions:
Temporary for 1 year.

The ability to converse at ease with customers and provide advice in accurate spoken English is essential for the post.

The postholder must maintain the confidentiality of sensitive and personal data coming to notice during the course of employment.


PRINCIPAL ACTIVITIES

Duties will include dealing with service enquiries, organising meetings, minute taking, updating and checking databases, researching, processing documents, supporting delivery of events and projects, updating websites and social media platforms and other general administrative tasks.

KEY TASKS
Administrative Support Organise meetings and minute take for internal and external stakeholder meetings.

Carry out various database searches to produce information and reports for meetings. Update databases and assist with quality control.

Maintain directories to facilitate signposting to a wide range of services.

Request and receive information from various agencies and collate it into reports, newsletters, bulletins etc.

Process invoices and order goods/services as requested.

Carry out research and summarise findings.

Provide general administrative support for the team as required.

Event and Project Support Support the delivery of public events and projects including on the day support through attendance.

Assist with funding bid research and basic financial calculations.

Provide support by obtaining costings and quotes and liaising with print providers.

Assist with documentation production and management, including processing registration forms.

Assist with consultations utilising online surveys, face to face methods and attending public events where appropriate.

Information Technology Update websites and social media platforms.

Use the available PC based technology for e-procurement, word and data processing and recording.

Policies and Procedures To act in accordance with, and ensure that service delivery complies with, current regulations,

accepted professional standards, the council's policies and procedures and appropriate legislation

(including legislation on equalities, health and safety and safeguarding children/vulnerable adults)

The particular duties and responsibilities attached to posts are of necessity in many cases difficult to define precisely and, as such, may vary from time to time without changing the general character of the duties or the level of responsibility of the post


GOSPORT BOROUGH COUNCIL

PERSON SPECIFICATION




POST:
BUSINESS SUPPORT OFFICER (CORPORATE POLICY AND COMMUNITY SAFETY SECTION)

ESSENTIAL

DESIRABLE

HOW ASSESSED

ATTAINMENTS, KNOWLEDGE & QUALIFICATIONS

Education to a sufficient standard in order to demonstrate a level of numeracy and literacy skills with ability to provide administrative support to the Corporate Policy and Community Safety Team.

Ability to use Microsoft Office, including Word, Excel and Powerpoint

Relevant Qualification e.g. ECDL, OCR(RSA) or NVQ in Business Administration or equivalent

Application Form

Certificates

Test

Interview


EXPERIENCE & CAPABILITIES

Experience in providing a good level of customer care to a range of stakeholders, using a range of communication channels.

The ability to converse at ease with customers and provide advice in accurately spoken English.

Experience in using databases:
updating, interrogating and maintaining data quality.

Experience of working under pressure and meeting deadlines.

Experience of working accurately with attention to detail.

Experience of providing general administrative support.

Ability to organise meetings and take minutes.

Ability to receive information from a range of stakeholders and collate (into reports, newsletters and bulletins etc) as requested.

Ability to process invoices and purchases using an e-procurement system.

Ability to carry out research and summarise findings.

Ability to maintain directories of services.

Ability to provide costings, obtain quotes and liaise with print providers.

Ability to carry out surveys:
online or face to face.

Ability to provide event and project support.

Ability to update websites and social media platforms.

Experience of organising