JOB DESCRIPTION Post Title: Business Support Officer (Childcare & Fostering) Service / Section: Integrated Adults & Community Services / Business Support & Transformation Version Date: 13/05/2024 Grade: G03 Location: Working across SS sites Job Evaluation Number: SL2052 Responsible to: Senior Administrator & Service Liaison Officer Responsible For: (Staff) None Job Purpose: To provide a professional administrative and minute-taking business support service to all Social Care teams in respect of Safeguarding/Looked after Children/Family Support & Intervention/Vulnerable People. The Business Support function support sensitive, complex and distressing subjects for which a high level of emotional resilience is required. To provide support to and to act as a point of contact for line manager in his/her absence. Duties and Responsibilities - Job Specific 1. Minute Taking (Daily activity) 1.1 To attend, support and accurately record a high volume of meetings, via laptop, at complex, multi-agency, statutory panels and forums which also include family members i.e. Child Protection, Fostering, Initial Reviews, Adult Safeguarding etc. and adhere to legislative timescales. 1.2 Be responsible for the coordination of the appropriate venues and resources prior to each meeting e.g. meeting/waiting room facilities, conference calls set up, interpretation aids 1.3 To actively engage with the Chair prior and following a meeting in relation to presentation, format and context of minutes and to enter into discussions with the Chair on areas requiring clarification. 1.4 To be able to deal with and process information that is confidential/graphic and/or sensitive with the highest level of discretion and confidentiality. 1.5 To ensure minutes are typed and distributed using appropriate templates and in-line with departmental & statutory target timescales for approval. 1.6 On behalf of the Chair to distribute approved minutes, with any other required documentation to attendees (citizens, professionals and external professionals) and attach & process to the Client Information System according to the relevant work stream. 2. Administrative Tasks (Daily activity) 2.1 Coordinate diary arrangements for a broad spectrum of statutory and non-statutory meetings liaising with internal and external professional agencies and citizens ensuring compliance with timeframes and Data Protection legislation. 2.2 To allocate daily tasks and monitor generic email accounts to ensure that they are completed within statutory time scales and to a consistently high standard. 2.3 Daily input and maintain business work logs in order to track and audit activity and work flow current to the team. Analysis of work log spreadsheet to produce monthly and quarterly statistics for performance reporting and key performance indicators. 2.4 To undertake regular quality assurance of information highlighting any concerns of accuracy or data breach to professionals. 2.5 Daily updating the Client Information System in order that records are current, relevant and accurate. 2.6 Required to liaise and communicate with a range of people (Internal colleagues, Solicitors, relatives and external organisations) on complex or sensitive information and dealing with enquiries in relation to records within the boundaries of confidentiality. 3. General Duties 3.1 To assist in the organisation of the team in order to improve its efficiency, effectiveness and economy of service delivery. To be a team player and assist colleagues. 3.2 Contribute to the development of business support processes & review procedures. 3.3 Carry out word processing, scanning, printing, photocopying, data entry & transfer, and postal duties for the service area as directed. 3.4 Provide an efficient, courteous response to telephone and face to face enquiries for citizens and internal/external agencies. To be able to signpost and have the ability to deal effectively with a wide range of queries. 3.5 Provide training, mentoring & assistance for new & existing staff. To be proactive in own personal development. 3.6 Work with managers to ensure tasks are completed within statutory timescales. 3.7 Deputise when required for Senior Administrator & Service Liaison Officer and other internal Social Care departments requiring support (supporting Finance with Petty Cash) Duties and Responsibilities – Corporate 1. To be responsible for establishing good working relationships both internally and externally and providing excellent customer service. 2. Compliance with the Authority’s Policies and Procedures and to make known to Senior Officers any areas which are not adequately covered. 3. To participate actively in supporting the Authority’s principles and practices of equality of opportunity as laid down within the Equality, Diversity and Inclusion Policy. 4. To be responsible for the application of Health & Safety practices and risk assessments within the daily operations, sharing a common responsibility for Health & Safety across the department, directorate and Authority as a whole. 5. Employees will be required to give certain information relating to themselves in order that the Authority may properly carry out its duties, rights and obligations as an employer. The Authority will process and control such data principally for personnel, administrative and payroll purposes. 6. As a term of your employment and in order to maintain effective departmental operations, you may be required to undertake any other reasonable task, commensurate with your grade, as determined by your Line Manager or Head of Service. 7. Conwy is committed to safeguarding children and vulnerable groups. All Council employees are expected to be aware of the Corporate Safeguarding Policy and their responsibility to report any concerns in the appropriate manner and timescales. PERSON SPECIFICATION Please Note: In order to be shortlisted for this post you must demonstrate that you meet all the criteria ranked as E - Essential unless it states in the “How Identified” column that it will only be tested at Interview, via a Test or Presentation. Please ensure you tell us in your application how you also meet any Desirable criteria. Requirements How Identified Essential Desirable Qualifications and Experience Good standard of education (5 GCSE grade C or above (to include English) or equivalent working experience Application Form Interview Verification E NVQ 3 in Administration Application Form Verification D Minute taking via laptop with a minimum typing speed 35 words per minute Application Form Test at interview E Experience of working within an office environment and work well under pressure with an ability to deal with conflicting priorities and to deadlines, to achieve set targets and statutory obligations Application form Interview E Job Related Knowledge and Skills Proven listening and comprehension skills to undertake accurate minutes. Application Form Interview Test at interview E Ability to search, update and extract data from an IT system. Application Form D Knowledge and understanding of confidentiality and to act with discretion, and a thorough understanding of the Data Protection legislation in context to the role. Application Form Interview E To be able to work independently and as part of a team on assigned tasks. Application Form Interview E Knowledge of relevant legislation i.e. Social Care Wellbeing. Application Form D Liaising and communicating confidently with other professional disciplines (internal & external) and developing and maintaining good working relationships at all levels Application form E Demonstrate ability of working within established guidelines/procedures and solving more complex problems. Application form E Ability to work with others to make recommendations for improvement of current procedures/processes to the team. Application form E The ability to communicate both orally and in written English emphasising correct grammar and spelling. Application form Test at interview E The ability to communicate in Welsh at level … for speaking / writing / reading is essential / desirable. Please click here for level guidance. Application form Interview E D Personal Qualities Good interpersonal skills, and a professional, pleasant and approachable personality. Application form Interview E Demonstrable experience in the use of ICT/Computers and supporting software packages including Microsoft Word, Outlook & Excel. Application form Interview E The ability to problem solve the intricacies of diary management and scheduling of priorities. Application form E To have a level of emotional resilience and able to deal professionally with sensitive and highly confidential and at times disturbing information and sometimes difficult/volatile meetings. Application form Interview E Other Requirements High level of prolonged concentration. Application form E Review Date/Right to Vary This Job Description and Person Specification is not intended to be an exhaustive list of duties. The Authority reserves the right, after appropriate consultation with you, to vary your duties and responsibilities within the parameters of your grade and occupational competence in order to respond to changes in the needs of the service but all changes must: · Be referred back to Job.evaluationconwy.gov.uk for analysis/audit · An updated copy placed on to all relevant staff members personal files to ensure version control Version Control Date: 13/05/2024 Cyngor Bwrdeistref Sirol Conwy County Borough Council Job Description and Person Specification V1 2023 Post Tile: We have an opportunity that has become available for an experienced Business Support Officer to join our Childcare & Fostering Team. The post holder will be required to: To provide a professional administrative and minute-taking business support service to all Social Care teams in respect of Fostering/Looked after Children/Family Support & Intervention/Safeguarding. The Business Support function support sensitive, complex and distressing subjects for which a high level of emotional resilience is required. To provide support to and to act as a point of contact for line manager in his/her absence. Skills and qualifications required: Good standards of education (5 GCSE or equivalent) plus technology & software skills Typing & active listening skills, with strong organisation, planning & problem solving skills Team work & interpersonal skills See attached full Job description and Person Specification. The assignment is for 37HPW, Monday – Friday, the expectation to work the office – Coed Pella, Colwyn Bay. The assignment is an immediate start and is expected to last approximately up to 12 weeks, from January 2025 to March 2025. We welcome any CV’s from those that fulfil the above requirements. If you require any additional information, do not hesitate to contact me.