Business Support Officer

3 months ago

Bromley, United Kingdom Omega Recruitment Group Full time

**Job Title: Business Support Officers**

**Contract type**:Temporary 3-6-months+ /

**Sector**:Local Government

**Location: Bromley**

**Start Date**: ASAP, immediate starters with a short notice period (_If currently working, please state what is your current notice period on your CV or cover letter)_

**Hours Per Week**:Full-time position, 36 hrs pw

**PAYE Rate **:£13 - £16 ph (depending on role)

**MAIN PURPOSE
To provide exceptional personal and business support services to the Chief Executive, as directed by the Office Manager & Executive Assistant, it is essential to support them effectively. This involves generating documents and presentations as instructed, maintaining up-to-date contact lists, and ensuring confidentiality regarding the work of the Chief Executive's office. Additionally, it is necessary to establish and maintain effective relationships with other Council departments, partner agencies, elected members, and the offices of local Members of Parliament. The role also involves placing orders and making payments using Council finance systems, setting up and maintaining a complaint/comment monitoring system, and ensuring the maintenance of relevant departmental business continuity and emergency planning.

**SUMMARY OF RESPONSIBILITIES AND DUTIES
- Efficiently manage the diaries of the Chief Executive and Office Manager, scheduling appointments and arranging travel and accommodations as necessary.
- Manage incoming mail and electronic mail addressed to the Chief Executive, reviewing and distributing it to appropriate Directors or other staff members as needed, while ensuring that all relevant information is included.
- Assist with the development and maintenance of administrative systems and procedures, including managing confidential files, to support the efficient operation of the Chief Executive’s office.
- Provide administrative support for a range of meetings, including taking and producing minutes/action notes, arranging venues, issuing invitations, preparing agendas and materials, collating reports, and distributing them in a timely manner.

**Requirements**:
**SKILLS AND ABILITIES:
- Proven track record of providing proactive support to senior managers in a business setting. (S/I)
- Proven ability to maintain and support administrative and business systems while adhering to procedures. (S/I)
- Ability to work independently, manage and prioritise workload according to the needs of the service. (S/I)
- Consistent ability to maintain confidentiality and discretion in all professional interactions.

**KNOWLEDGE:
- Understanding the Council's services and the responsibilities of its officers and elected council members. (S)
- Appreciation of the importance of maintaining confidentiality and the methods used to do so. (S/I)
- Familiarity with the provisions of the Data Protection Act 1998 and the EU General Data Protection Regulation. (A)

**EXPERIENCE**
- Experience in liaising with various stakeholders, such as elected officials, MPs, senior executives, external organisations, and members of the general public. (S/I)
- Experience in providing administrative or personal assistant support to high-ranking personnel.
- Experience in assessing and proposing enhancements to administrative processes. (S/I)
- Experience in handling inquiries and grievances. (S/I)
- SELECTION CRITERIA _
- Application (A) Shortlisting (S) Test (T) Interview (I)_

Work Experience Experience of providing administrative support to a large multi-disciplinary team. Experience of being part of a team providing a customer focussed service. Experience of using a computer for word processing and creating / maintaining databases to produce reports. Experience of document management and developing and administering support procedures. Experience of operating filing systems. Experience of specialist software systems including Archibus CAFM / CMIS and Permit to Work systems. Experience of the processes and terms used in the Supply chain and project management. Experience of Financial / Project admin. Experience of drafting letters / memos and minuting meetings. Education / Qualifications A range of GCSE’s including English Language and Maths (minimum grade C) or appropriate equivalent, or significant experiential learning. Degree qualification. Microsoft qualification or similar in use of spreadsheets / word processing. Skills / Abilities Excellent organisational skills, accuracy and attention to detail. Experience of using a variety of IT packages including Microsoft Outlook, Word and Excel. Excellent oral and written communication skills. Flexible in approach to work and ability to see tasks through to completion. Ability to deal with conflicting and challenging situations. Ability to work independently and as part of a team.

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