Business Support Officer LBS-007

3 months contract with a Local Authority

Job Summary:

• To provide both an administrative and financial frontline service within the specific areas of the Environmental Health & Trading Standards Business Unit by managing databases undertaking a range of tasks in relation to the efficient and effective operation of the finance functions and providing statistical reports. All in accordance with agreed procedures and national guidelines and codes of practice.
  

Key Duties/Accountabilities (Sample):

• To possess a knowledge of one or more of the core functions within the environmental & trading standards service.
  
• Identifying developments in best practice legislative and other changes in relation to community safety and related disciplines.
  
• To be responsible for producing information for reports on performance and quality. Taking appropriate remedial action where needed to ensure that changing priorities and circumstances are managed targets and standards met and value and performance optimised.
  
• Write reports standard and nonstandard correspondence as necessary.
  
• Log coordinate and manage responses to members MP s and chief executives enquiries along with freedom of information requests within given timeframes.
  
• Liaise with the call centre in connection with service complaints and /or enquiries. Carry out investigations ensuring they are fully researched and any necessary action taken.
  
• Assist in the allocation of service requests (as directed) to officers on duty in a timely and efficient way according to reaction time targets.
  
• To undertake a range of tasks in relation to the efficient and effective operation of the finance functions in the division in accordance with agreed procedures and guidelines.
  
• To collate information on behalf of the team ensuring it is accurate and timely in its delivery.
  
• Utilise resources effectively to ensure that best value is paramount in the delivery of services.
  
• Play an active role in helping the division take forward the quality programme.
  
• To be responsible for ensuring that services are delivered about the highest attainable standards of customer care and satisfaction
  
• To offer an accessible and welcoming service to customers.
  
• Work to challenging and improving performance standards to maintain standards of best practice.
  
• Undertake administrative functions for all areas in the Commercial Services to include:
  
• Receive open and log post deal with enquiries and requests for information forms etc
  
• To deal with written telephone electronic and personal queries about the service either personally or via the team leader when more information is needed.
  
• Maintain electronic files databases and information making best use of Microsoft word excel access and PowerPoint as appropriate for approval of the Team Leader.
  
• Maintain an efficient paperlite filing system to enable information to be easily retrieved.
  
• Use all office equipment as necessary including fax photocopier etc.
  
• Order stationery and other office and officer equipment as directed by the team leader.
  
• Take minutes in meetings as directed by the team leader.
  
• Maintain systems to receive details of complaints and requests from call centre. Log and monitor to ensure a response is provided in accordance with customer care procedures.
  
• Log respond to and manage Members MP s and Chief Executive s enquiries within given timeframes via the Team Leader for allocation of responses to officers.
  
• To be responsible for the service and compliance of statutory notices.
  
• Informing customers and updating databases.
  
• To be responsible for putting together cases for legal proceedings including the preparation of section 9 witness statements.
  
• To process licensing application monitor payments along with issuing licensing with conditions and carry out visits as necessary to check licensing is appropriate displayed.
  
• Deal with daytoday enquiries from service providers and users follow up issues and respond face to face by telephone and by written correspondence.
  
• Provide weekly monthly and annual statistics for service managers.
  
• Raising purchase orders and inputting goods receipt notes using the corporate financial system (SAP) about the maintenance of appropriate procedures and financial best practice.
  
• Processing payments on SAP in accordance with the Councils financial strategy and in compliance with the statutory deadline.
  
• To deposit payments for banking to the Councils cashiers and reconcile receipts on SAP.
  
• To generate urgent cheques for legal officers from the Court fees account and to undertake the bank reconciliation in a timely manner.
  
• Manage payment of fixed penalty notices including receiving all payments and logging them on SAP.
  
• Finance responsibility for incoming cash cheques and other payment methods.
  
• To bring unpaid FPNs to the officers and legal case workers attention for acceleration to prosecution in a timely manner according to the legislative guidelines.
  
• To assist with all routine aspects of the section including researching information and preparing statistical data and budget monitoring reports for the team leader and all members of the senior management team.
  
• To operate in accordance with the divisional scheme of delegation finance best practice the annual business plan and Southwark Councils vision & core values.
  
• To assist in checking compliance with the Councils overall regulatory framework; including finance property and personnel issues. To actively contribute to changes required under the supervision and guidance of the team leader.
  
• To participate in service wide initiatives as required including training programmes.
  
• To assist in monitoring and controlling adherence to antifraud strategies within the business unit to protect the Councils assets.
  
• Undertake projects as directed by managers.
  
• To undertake such other duties commensurate with the level and duties of the post as may be required
  
• May be transferred to any post appropriate to grade and at any other place of employment in the authority s service as may be required.
  

Skills/Experience:

• Knowledge of administrative procedures and practices in relation to environmental health & trading standards.
  
• Knowledge of a wide range of IT systems.
  
• Knowledge of the functions of the council and of the department.
  
• Knowledge of financial systems within the council.
  
• Knowledge of techniques for dealing with angry and difficult people with due regard for personal safety.
  
• Knowledge of the statutory obligations placed on local authorities in relation to environmental health & trading standards.
  
• An understanding and commitment to the council s Equality and Diversity Policy and the
  
• Ability to apply this to the duties and responsibilities of the post.
  
• Experience of providing first point of contact services in a demanding environment with diverse communities.
  
• At least 1 year s administrative support experience including giving and receiving information arranging meetings and resolving complaints.
  
• At least 1 year experience of working with financial systems and financial IT packages.
  
• Experience of dealing with chief officers members and other stakeholders.
  
• Experience of managing databases and keeping them up to date.
  
• Experience of issuing various licenses in accordance to the requirements of the relevant legislation.
  
• Ability to use IT software packages including Microsoft word excel and PowerPoint.
  
• The ability to communicate simply and effectively to a range of audiences both verbally and in writing.
  
• Ability to write standard and nonstandard reports.
  
• Ability to prioritise and organise conflicting work tasks within specific time scales.
  
• Ability to analyse information and to present this at an appropriate level to a given audience.
  
• Ability to work with customers/partners to secure best possible service.
  
• Ability to work on own initiative and as part of a team.
  
• Able to demonstrate innovation.