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Business Support Co-ordinator

3 weeks ago

Ipswich, United Kingdom Opus People Solutions Full time

Co-ordinate processes providing a range of administrative and financial duties supporting the delivery of services within the Passenger Transport Team.

**Typical responsibilities of a role at this level**

**Processes and procedures**
- Day to day management of specific processes carried out in service area including administrative, financial, IT and HR processes.
- Manage activities within area of specialism undertaking research, investigating issues and preparing presentations etc.
- Manage specialist administrative and management information systems with appropriate input from line manager. This would include detailed knowledge of specialist systems, system security and associated procedures.
- Identify opportunities to continually improve and enhance service levels and performance within area of specialism.
- Ensure that processes within area of responsibility are in line with relevant legislation and regulations and follow County Council practices. Ensure that those operating these processes are aware of requirements.
- Diary management, making appointments, arranging and preparing for meetings, taking minutes etc.
- Comply with information handling procedures (including information legislation such as the Data Protection Act and Freedom of Information Act).
- May assist in the preparation of annual budgets and the completion of financial, administrative and legislative returns to internal and external customers.
- May monitor income and expenditure budgets to provide management information and highlight irregularities.

**Communication**
- Develop good working relationships with internal and external customers, including regular communication, problem solving, and identification of improvements.
- Arrange events and meetings, liaising with internal and external parties (e.g. clients, partners, staff, customers etc).
- Contribute to internal and external meetings in area of specialism.
- Draft internal and external communications for a range of audiences.
- Provide advice to colleagues on specialist policies or procedures including basic training and demonstrating specific tasks.
- Share knowledge and expertise to improve processes, participating in corporate reviews where appropriate.

**Teamworking**
- Plan, prioritise and monitor work for self and others.
- Contribute to the selection of new staff. Carry out induction and on job training.
- Support managers in assessing staff performance where appropriate.
- Arrange and oversee the maintenance of equipment used by the team, making recommendations for improvements as appropriate.
- May work as part of a Business Support team providing cover for others where required.

**Project work**
- Provide support to projects as defined by a Manager. This may involve research and investigative work as well as providing general administrative support such as taking action notes, arranging meetings, monitoring plans and flagging issues.
- Undertake delegated Health and Safety assessments and assist with Health and Safety audits as required.

**Level of Autonomy and Decision Making**
- Majority of work is covered by guidelines and procedures but you will be expected to use initiative e.g. when scheduling and prioritising work for others, resolving enquires and dealing with unexpected problems or situations.
- You will report to a manager who will be available for direction and guidance on unusual or serious problems.