Job Specification: Business Support Officer Principal Job PurposeThe Business Support Officer is responsible for delivering high-quality business support services. This role ensures that service standards and customer requirements are consistently met. Responsible to: Senior Business Support OfficerResponsible for: Carrying out essential business support duties that contribute to the efficient functioning of the department. Essential Personal Attributes Customer-Focused: Demonstrates a strong commitment to delivering excellent service to all stakeholders. Dynamic and Enthusiastic: Approaches tasks with energy and enthusiasm, contributing positively to an effective business support service. Independent Worker: Able to work autonomously and use initiative to solve problems and handle tasks. Confident and Positive: Maintains a professional, approachable demeanor when interacting with colleagues, customers, and external parties. Principal Accountabilities Health, Safety, and Welfare Compliance:Ensure adherence to the Authority’s policy on health, safety, and welfare at work. Equality and Diversity Commitment:Follow the principles of the Corporate Equality Policy, ensuring commitment to anti-discriminatory practices meeting and Panel Coordination: Organise and attend relevant meetings and panels, ensuring accurate note-taking and detailed minute production, as specified in service requirements. Room Booking and Setup: Coordinate room bookings and set up meeting spaces with the necessary equipment and appropriate layouts. Agenda and Document Preparation: Prepare agendas and gather agenda items for meetings, ensuring distribution to relevant parties before meetings. Action and Minutes Distribution: Distribute actions and meeting minutes to attendees and relevant officers or external professionals. Photocopying and Binding: Handle large-scale photocopying, document collating, and binding tasks. Document Formatting: Format documents such as reports and presentations for self-service purposes. Service Requests and Queries: Address basic service requests and queries from the public, elected members, and external organisations, redirecting as necessary. Customer Interaction: Communicate with service users with tact and diplomacy, ensuring professional interaction at all times. Procurement and Invoicing: Raise orders and process invoices using our clients e-purchasing system. Timesheet Management: Check, amend, and collate staff timesheets for payroll submission. Website and Social Media Updates: Assist in updating website content, handle information received via social media, and support the development of online forms. Sundry Debtor Requests: Administer the process for managing sundry debtor requests. Petty Cash Management: Handle and process petty cash transactions efficiently. Routine Documentation and Correspondence: Type and prepare routine documentation and correspondence that are not part of the self-service model. Document Scanning and Filing: Use the Clientds EDM System to scan and file documents, ensuring proper organisation and retrieval. Card Payment Administration: Administer card payments over the phone for members of the public and external organizations. Data Entry and Analysis: Update spreadsheets and databases, providing necessary data analysis for service areas as required. Payroll and Staffing Hours: Collate staffing hours and produce payroll requests. Reception and Visitor Management: Perform reception duties, greeting visitors and ensuring they are directed to the appropriate personnel. Performance Reporting: Contact relevant managers and staff for data required for internal and external performance reports. Data Protection and Confidentiality: Ensure compliance with the Data Protection Act and maintain confidentiality in all aspects of work. Additional Duties: Undertake any other duties that may be required, within the scope of your grade and responsibilities. This job specification provides a comprehensive outline of the expectations and responsibilities for the Business Support Officer role, detailing the necessary skills and attributes required to perform effectively in this position.