Business Support Assistant

To provide an effective and efficient business support service ensuring work is produced to meet the standards set by the Senior Executive Assistant/PA/Business Manager
Organise meetings and arrange venues on behalf of the Senior Executive Assistant/PA/Business Manager. Support the Senior Executive Assistant/PA/Business Manager
with setting Agendas and distributing any supporting documentation, and follow up and actions.
To undertake generic administrative tasks plus elements of work delegated by the Senior Executive Assistant/PA/Business Manager.

Ensuring tasks are completed to a consistently high quality standard and within the agreed timescale. These tasks could include copy typing, scanning and indexing of incoming documents, photocopying and sending out information either by post or electronically(this is not an exhaustive list of tasks).
To manage the flow of Freedom of Information requests ensuring responses are received in a timely fashion.
To support the exchange of information between Milton Keynes Council and other local authorities/agencies and maintain professional links.
To manage the recording of correspondence received from all levels within the organisation and to a variety of external parties ensuring responses are provided in a timely fashion.
To actively contribute to information systems offering a consistent service in relation to key information including accurate inputting to relevant databases/spreadsheets.
To ensure that purchase orders and sales invoices are processed in accordance with the Council’s finance procedures including the use of the Council’s electronic finance system. Maintain supplies to facilitate the smooth running of the office.
To work flexibly across the Directorate as required and undertake any other tasks and support to the Directorate as expected within the role.
Ability to take on additional responsibilities under the guidance and supervision of the Senior Executive Assistant/PA/Business Manager
to encourage career development e.g. note taking.
Scope (outline the size or scope of the role, direct or indirect responsibility for people, finances, resources and any special aspects of the role)
**Relationships**
The key relationships for the post holder are with the Senior Management Team, Heads of Service, professions and external parties on a daily basis. The role holder will ensure that they maintain effective communication network with Senior Executive Assistant/PA/BusinessManager and Business Support Assistants across the Directorate helping to ensure an effective and smooth flow of information throughout the Directorate.
The post holder must exercise tact, discretion and confidentiality at all times in managing these relationships. They must meet or exceed corporate standards of customer care at all times.
**Confidentiality and Judgement**
The post holder must maintain the highest levels of confidentiality in supporting the Directorate Leadership Team and in relation to matters for which they are responsible.
**Prioritisation of Workloads**
The post holder will organise their work load in an efficient manger and plan to meet deadlines whilst working under pressure. Take responsibility to prioritise work planned or delegated by the Senior Executive Assistant/PA/Business Manager. Promptly escalateany issues that arise with their line manager.
Work Profile (outline the main areas of responsibility and accountability and competencies)
**Overall image**
To provide a flexible, effective and confidential business support service delivering to the Director’s Leadership/Management Team. Provide telephone call handling for the Leadership and senior management teams which may often be difficult, persistent and abusive.All work produced to be of a consistently high standard.
**Arrange meetings**
Arrange venues/hospitality for meetings on behalf of the People DLT and undertake any tasks required as directed by the Senior Executive Assistant/PA/Business Manager. Ensure adherence to information governance policy.