OFFICIAL BUSINESS SUPPORT OFFICER Role Profile Title Business Support Officer Grade GRADE C Reference: N1079 Reports to: Music Service Lead Work style Definition Office based hot–desk/touch down worker Job Type: Customer Facing Worker Primary purpose of role The primary purpose of the administrator role is to ensure the smooth running of administrative operations for the Plymouth Youth Music Service. This includes supporting music leaders, young people, and families by managing communications, logistics, while also contributing to project planning, evaluation, and development. The Administrator will act as a central point of coordination, fostering relationships with partners and ensuring that all activities are delivered safely, effectively, and inclusively. Key accountabilities and key measures Role outcomes ? Undertake routine planned administrative support including inputting information into relevant databases to support data quality (60%) ? Deal with enquiries, providing advice and guidance to schools and delivery partners (20%) ? Check applications, consider evidence, make decisions and produce documents based on set criteria (20%) Role measures ? Administrative Efficiency: Tasks (e.g., invoicing, scheduling, record-keeping) completed accurately and on time. ? Instrument Management: Effective processes for allocation and record-keeping of instruments. ? Project Support: Timely support for projects, including funding research, evaluation data, and logistical arrangements. ? Team Contribution: Active participation in meetings with positive feedback from team members. Key Activities ? Provide administrative and reception support to Plymouth Youth Music Service Monitor instruments hire requests from individuals, schools and ensembles ? Manage day-to-day administrative tasks, including processing invoices, taking minutes at meetings, and maintaining efficient administrative systems. ? DATE EVALUATED 20/10/21 OFFICIAL PLYMOUTH CITY COUNCIL ? Support with termly logistics of scheduling instruments to schools ? Monitoring stock availability and storage of stock ? Collaborate with the Instruments coordinator to establish and maintain effective processes for managing, distributing, and maintaining instruments. This includes ensuring instruments are smoothly allocated to music leaders and participants, maintaining accurate records, and assisting with logistical and administrative tasks related to inventory and upkeep. ? Provide support at Music Hub events. ? Support in facilities management. ? Research and compile information for funding applications and contribute to the preparation of evaluation reports for funders. ? Assist with managing and developing social media platforms and the organisation’s website to promote activities and engagement. ? Actively participate in regular team meetings, providing ideas and suggestions for improvement and development. ? Undertake any other duties appropriate to the scope and grade of the post as required. Essential qualifications/ knowledge ? ? GCSE’s A- C (9-4) or equivalent in English and Maths. A willingness to undertake appropriate learning and development as required. Desirable qualifications/ knowledge ? ? ? NVQ Level 2 or 3. Experience of working in a school/education or arts setting. Good knowledge of music and musical instruments. ? Experience in managing and prioritising busy workload. ? Strong customer service ethos. Essential experience ? Proficiency in using Microsoft Software Packages e.g. Word, Excel, Outlook. ? Administrative experience with an understanding of office procedures. ? Experience of giving information and signposting customers in a tactful and professional manner face to face, over the phone, online and in writing. ? Experience of providing an effective and efficient business support service to customers. ? Experience of prioritising your own workload to ensure deadlines are met. ? Experience of maintaining documents, records and data e.g. financial records, customer records or accounts. Desirable experience ? Experience of working on process improvements. Essential skills ? Ability to take ownership of issues and see through to a resolution for customers, keeping them informed as required. PLYMOUTH CITY COUNCIL ? Ability to process basic service requests. ? Customer care skills and the ability to show initiative when dealing with customer enquiries. ? Communication skills to provide information and signpost customers, some with specific communication needs, when dealing with their enquiries and complaints. ? Numeracy skills required for carrying out calculations and ensuring the accuracy of data. ? Literacy skills required include spelling, grammar and punctuation for dealing with letters, documents. ? Ability to be decisive and make criteria-based decisions - weighing up evidence against set criteria. ? Team working skills and the ability to work together with colleagues to deliver a cohesive, joined-up service to customers. ? Time management skills to prioritise work appropriately, be punctual and meet deadlines to deliver a good service. ? Accuracy with a high level of attention to detail. Corporate standards ? In accordance with Council policies and guidance on information management and security, it is your personal responsibility for data protection, client confidentiality and information governance. ? Act at all times in accordance with appropriate legislation and regulations, codes of practice, the provisions of the Council’s constitution and its policies and procedures. ? Work within the requirements of the Council’s Health and Safety policy, performance standards, safe systems of work and procedures. ? Undertake all duties with due regard to the corporate equalities policy and relevant legislation. BUSINESS SUPPORT OFFICER Page 3 of 3 OFFICIAL The primary purpose of the administrator role is to ensure the smooth running of administrative operations for the Plymouth Youth Music Service. This includes supporting music leaders, young people, and schools by managing communications, logistics, while also contributing to project planning, evaluation, and development. The Administrator will act as a central point of coordination, fostering relationships with partners and ensuring that all activities are delivered safely, effectively, and inclusively.