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Senior Business Support Officer
4 months ago
**Job title**:
Senior Business Support Officer (WMA)
**Team/Section**:
Business Support Team
**Department**:
WMA Administration
**Location**:
King’s Lynn, Norfolk
**Responsible to**:
PA to the CEO
**Hours**:
Full Time: 37 hours per week
**Grade/Salary**:
£28,000 to £35,000 (dependant upon qualifications and experience)
**Employer**:
King’s Lynn IDB trading as the Water Management Alliance
**Context**
The **Water Management Alliance (WMA) **is a group of like-minded Internal Drainage Boards (IDBs) who share vision, values and standards and have chosen to jointly administer their affairs in order to reduce costs, strengthen their own organisations and increase influence at both regional and national level.
**Internal Drainage Boards (“IDBs”)** are local public authorities that manage flood risk and land drainage within areas of special drainage need in England. IDBs undertake a vast range of vital work to reduce flood risk and manage water in a way that meets the local needs of residents, businesses and agriculture in accordance with their environmental duties whilst enhancing the ecological wellbeing of their districts.
The **Business Support Team** is an essential function within the WMA providing administration and governance services for member Boards, the WMA Consortium and internal stakeholders.
We are looking for an experienced, motivated, confident and enthusiastic person to join our small friendly team as **Senior Business Support Officer, **to efficiently coordinate Board meetings and Board related matters and undertake general secretarial and administration duties within the Water Management Alliance Group. You will support the PA to the CEO proactively contributing to establish a high performing team who recognise and promote best practice delivering consistent quality throughout the organisation.
**Responsibilities**
- The Senior Business Support Officer role is often one of the first points of contact with people both inside and outside the organisation. Responsibilities will include, but not be limited to:
- Coordinating and attending face to face, virtual and hybrid meetings, ensuring appropriate venues and facilities with the Business Support Team being well prepared and well represented technically and physically.
- Timely writing of concise and accurate meeting minutes arising from full Board, Sub-Committee and other meetings as required.
- Overseeing all aspects of Board member services, in a GDPR compliant manner.
- Maintaining the Policy Register, ensuring WMA and IDB policies and procedures are reviewed and updated on time in full.
- Scanning, printing, posting, organising and filing of paperwork, correspondence, rate demands, notices, reports and documents, both digitally or using manual systems.
- Assisting line managers with recruitment and overseeing new starter inductions.
- Overseeing the coordination of generic staff training courses and maintaining staff training records.
- Providing reception services as needed, particularly for on-site visitors ensuring site protocols are followed.
- Handling incoming and outgoing post, maintaining records as needed and responding to incoming correspondence to a high professional standard.
- Overseeing efficient and effective replenishment of supplies on-site ensuring stocks and records are maintained as needed.
- Using a variety of software packages, produce documents, briefing papers, reports, and presentations.
- Travelling to and working from any of the district offices and meeting venues within the Water Management Alliance as required.
- Actively promoting and achieving Health and Safety objectives within the team and wider organisation.
- Coaching and supporting the team to fulfil responsibilities and accountabilities, sharing best practice and continuously improving ways of working in order to deliver a more complete, efficient and consistent service.
- Deputising for the PA to the CEO when required.
**Person Specification**
**Qualifications/Experience**
**Essential**
**Desirable**
- Experienced in writing consistent, accurate and concise meeting minutes
- Competent IT skills including Microsoft packages (Word, Outlook, Excel, Access, Adobe Acrobat) and meeting platforms (MS Teams, Zoom)
- Experienced in clerical administration and organisation with strong attention to detail and methodical approach
- Proven track record of excellent written and oral communication (report formatting and writing, with confident interpersonal skills)
- An understanding of the importance of discretion and confidentiality
- A full and valid UK driving licence
- Hold or be working towards a relevant professional qualification (for example: legal, secretarial, or administrative)
- Competent IT trouble-shooting skills and experience using Adobe Acrobat Microsoft Access and Powerpoint
- Experience working in a professional, customer facing environment
- Experienced in establishing procedures, policies and guidelines
**Skills/Knowle
