Business Support Assistant

3 months ago

Lisburn, United Kingdom MPA Recruitment Full time

**Job Role**:Business Support Assistant (scale 4)

MPA are currently recruiting a Business Support Assistant for our public service client based in Lisburn.

To provide a modern, efficient, professional, and customer-focused administrative service and contribute as an integral member of the Business Support Team to support the vision and mission of NIFRS outlined below:
Vision

Protecting our community.

Mission

To deliver a fire and rescue service and work in partnership with others to ensure the safety and well-being of our community.

**Location** - Lisburn

**Hours of Work** - 36.25 hours per week. Mon - Fri (9:00am - 5:00 pm)

**Salary** - £11.83 per hour

**Contract - **3 months with possible extension.

**KEY DUTIES / RESPONSIBILITIES**

Business Support Activities

Provide an effective reception and switchboard service, acting as first point of contact for callers and visitors to HQ.

Provide a modern, efficient, professional, and customer-focused administration service providing administrative support for meetings (including preparation of agendas, minute taking and any follow up administrative tasks) and multi-functional projects.

Carryout administrative tasks to support the business-as-usual requirements of other directorates/functions e.g., Service Delivery, Service Support, Finance and HR.

Collate information, letters, memos, statistics, reports, and other documents for use by management, committees or working groups.

Provide advice, guidance, and support, as required, to other staff on current administrative processes.

Manage incoming and outgoing mail.

Develop and maintain databases, spreadsheets, and other documents, ensuring that all computerised and manual systems used by the Transformation, Performance & Governance Directorate are maintained accurately and updated on a timely basis e.g., inventory, customer charter complaints etc.

Provide a high level of internal and external customer service including taking ownership of customer queries and complaints and following issues through to completion.

Assist in the collation of information to facilitate the preparation of responses to complaints, Freedom of Information requests, Data Protection requests, and Ministerial, Parliamentary or NI Assembly questions.

Arrange all non-training related travel bookings for NIFRS Board Members and staff.

Issue and reconcile petty cash, as required, including completing necessary paperwork and forwarding to accounts in accordance with financial regulations and governance.

Carryout allocated research activities to support organisational requirements.

Support compliance with relevant NIFRS Information Management policies and procedures including but not limited to the General Data Protection Regulation (2016) and Data Protection Act (2018).

Establish suitable physical and electronic records management systems, maintaining these in line with the NIFRS Records Management Policy and Disposal Schedule.

Provide other general office duties, including but not limited to photocopying, ordering, requisitioning of stores, binding, laminating, and filing.

Participate in training relevant to the work of the Business Support Function function.

Fully contribute to the performance of the Business Support function to ensure key performance indicators for the functions are achieved.

Assist in monitoring and reviewing administrative systems and processes with a view to identifying areas for improvement.

Work collaboratively with all NIFRS personnel and stakeholders to ensure collaborative, consistent methods of working providing cover when required, in other functions in HQ.

**General responsibilities**

To prepare appropriate business cases, tenders, and quotations, in line with financial and procurement regulations, policies and procedures and corporate timescales.

To ensure continued and effective working relationships with key internal and external stakeholders.

To provide support and cover within the Transformation, Performance & Governance Directorate to ensure resilience as far as practicable.

To undertake the duties in such a way as to enhance and protect the reputation and public profile of NIFRS.

To comply with all NIFRS frameworks, policies, and procedures, including but not limited to those relating to legal requirements such as equality, health and safety and information governance.

To direct and signpost managers and officers to the appropriate source for issues outside the remit of this post.

To participate as directed in the NIFRS recruitment and selection procedures, in line with NIFRS Code of Practice on Recruitment and Selection.

To undertake any other duties which may be assigned to meet organisational need and the change agenda, and which are reasonably regarded as within the nature of the duties, responsibilities, and grade of the post as defined.

**Experience and Qualifications**

**Essential**:
1. Possess at least 5 GCSEs at Grade C or above, or equivalent, to include Englis

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