Business Support Services Officer
Local Authority in Hounslow
Business Support Services Officer
�12.47- �13.39 an hour PAYE
36 Hours a week (Mon-Fri)
6 Month Contract
Hounslow House 5 Days a week (Hybird option may be offered)
Main responsibilities and tasks:
1. Customer Care
1.1 Providing a responsive, professional and helpful customer care service over the telephone, email and face to face to residents, organisations and other professionals ensuring where possible that their needs are met, priority need is identified and signposted correctly.
1.2 Dealing confidently and constructively with enquiries in an articulate and helpful manner, taking and re-routing messages appropriately and promptly ensuring that their details are checked and recorded accurately.
1.3 Contacting organisations and service users on behalf of the operational services to request or pass on information ensuring that tact, diplomacy and confidentiality are observed at all times.
1.4 Writing simple letters and creating templates ensuring that language used is clear, concise and provides a professional image of the service.
2. Managing information
2.1 Photocopying, scanning and indexing information ensuring that the scanned information is attached to the correct automated customer file.
2.2 Data cleansing and compiling information from multiple sources to create, edit, retrieve and maintain excel spreadsheets and reports ensuring that the information is accurate, correctly formatted and ordered.
2.3 Looking up information on customer data systems, uploading information, placing notifications and creating contacts as required to alert staff of updates or changes, bringing safeguarding issues to the attention of the worker or manager.
3. Finance and resource management
3.1 Non-complex recording of finance issued and taken, ensuring an accurate audit trail meeting financial regulations including banking where required.
3.2 To monitor and order stationary and other supplies (including pooled cars) necessary for the efficient running of the service
3.3 To record information on the council's financial system - expenditure, receipts, payment approvals, purchase orders and invoices ensuring that these are turned around in a timely manner and queries resolved. Low level budget monitoring as required.
4.1 Liaise with managers in the planning and arranging of meetings, including identifying what the meeting is for, establishing suitable dates, booking the room, sending out invitations, booking speakers, collating and forwarding apologies, rearranging cancelled dates, updating staff calendars, and organising refreshments and relevant IT equipment.
4.2 Liaising with managers, pull together an agenda, ensure that it is distributed, collate appropriate paperwork and organise its electronic distribution to attendees in a timely and organised manner.
4.3 Take notes of statutory meetings ensuring that they are turned around by the timescale, well formatted, accurate, relevant and clear. Ensure these are approved by the chair before distribution. Update and upload notes to automated customer system.
5. Staff support
5.1 Collection and distribution of internal and external post including faxes ensuring that there are no delays
5.2 Formatting and checking documents on behalf of staff and managers ensuring that they are well laid out, provide a professional impression, are accurate, signed and locked down before distribution.
5.3 Prepare power point presentations, reports, letters and mail-merge where requested
5.4 Put together rotas and liaise with staff to ensure their accuracy and availability.
5.5 Train and induct new staff - organise an induction folder, ID passes, customer data base training, operational permits, staff car park, tours of building, coaching new staff.
5.6 Information guardian - the central point of access for forms, templates, resource lists and leaflets ensuring that these are accurate, up-to-date and well promoted.
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