Job info	Job info details
Job title	Business Support Officer
Strategic team/Directorate	Pride in Place
Service	Civil & Structural Engineering
Business unit	Engineering Services
Responsible to (day to day issues)	Senior Administrator
Accountable to (line manager)	Senior Administrator
Salary grade	D
JE ref	TDA24

1. Key purpose of job

• To provide comprehensive business support in an effective manner, within a multidisciplinary environment including the Senior Management Team. 
• To work as part of a team of Business Support Officers.

2. Anticipated outcomes of post

• Create a positive first impression of Torbay Council by being the key point of first contact with third parties. 
• Ensure all areas of Torbay Council are provided with a high standard of business support.
• Ensure customers and contacts receive the best level of customer service.
• To meet deadlines, collate data and maintain standards relating to administrative processes.

3. List key duties and accountabilities of the post

• As an Employee of Torbay Council all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services. 
• Manage a demanding and reactive workload in a responsive way to ensure Leadership Team and Managers’ key objectives from the Business Plan and Economic Strategy are met. 
• Manage, organise and record the minutes of internal and external meetings including highly confidential minutes of Board and Committees. Ensure the effective collation and distribution of correspondence and papers to ensure that items are both received and dispatched as appropriate. Type letters, reports, contract documents and specifications. 
• Plan and organise events with high impact on the reputation of the Council, from inception to conclusion. 
• Deal effectively and professionally with telephone calls into the department. 
• Diary management. 
• Provide reception cover as and when required.
• To form good professional working relationships both within the Council and with external bodies. 
• Deal with issues as they arise and proactively seek resolution. 
• Undertake word process and email correspondence as required ensuring confidentiality is maintained. 
• Book travel, hotels and event attendance. 
• Set up and maintain excel spreadsheets as and when required. 
• Develop Powerpoint presentations and handouts as required. 
• Liaise with framework partners and external and internal clients to obtain and exchange information relevant to project progression. 
• Update contracts register as and when required. 
• Proof read and format tender documentation for upload on e-tendering portals. 
• Establish and maintain filing systems. 
• Ensure the company’s Equal Opportunities and Health and Safety policies are applied in the work of the postholder. 
• To work without direct supervision and manage own workload.

4. Budgetary/Financial Responsibilities of the post

• Use of Financial Information System (FIMS) to enable the raising of purchase orders and sales invoices. 
• Administer invoice payment processes relevant to capital projects and other funding streams, in liaison with project leads, to ensure fee invoices are processed in line with agreed fee schedules. 
• Processing new suppliers ensuring that HMRC Regulations are met to safeguard the Council against possible penalties. 
• Maintain budget tracking spreadsheets where appropriate.
• Year-end processing.

5. Supervision/Line Management Responsibilities of the post

• None. 

6. Working environment and conditions of the post

• The postholder may be required to vary hours of work to support the requirements of the business and will involve off site attendance at meetings and events. 
• Normal working environment and conditions. 

7. Physical demands of the post

• Normal physical demands. 

8. Specific resources used by the post

• Microsoft Packages, FIMS, e-Marketplace, Pro-contract, ModGov, Zipporah, Evolutive and Workflow Max.

9. Key contacts and relationships

• External - All external contacts and clients.
• Internal - Torbay Council directorates including Mayor, Councillors, Officers and Staff. 

10. Other duties

• To undertake additional duties as required, commensurate with the level of the job. 

Other Information

• All staff must commit to the Workplace Equality, Diversity and Inclusion Practice and Policy. 
• Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for. 
• The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Children's Services are the Safeguarding Leads for the Council. 
• This post is office based at Moose Hall, but the post holder may be required to move their base to any other location within the Council at a future date. 
• You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions. 
• The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement. 
• The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures. 
• The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role. 
• The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes. 
• If this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
• If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing www.gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.

Person Specification

Note for Candidate

All Candidates

The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement. In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

Job info	Job info details
Job Title	Business Support Officer
Strategic team/Directorate	Pride in Place
Service	Civil & Structural Engineering
Business unit	Engineering Services

Skills and effectiveness

Essential skills and effectiveness

• High degree of accuracy and attention to detail. 
• Ability to convey information accurately, clearly and simply. 
• Experienced minute taker and typist. 
• Determine priorities and complete tasks within deadlines using own initiative or as part of a team. 
• Sufficiently numerate to compile and present accurate statistical data. 
• Exceptional interpersonal, organisational and communication skills. 
• Excellent customer services both internally and externally. 
• Self-motivated and able to grasp new concepts quickly. 
• Respect for confidentiality. 
• Experience in multi-tasking. 
• To work without direct supervision and manage own workload. 
• This role requires the ability to fulfil all spoken aspects of the role with confidence and fluency in English.

Desirable skills and effectiveness

N/A

Knowledge

Essential knowledge

• Outlook, Word, Excel, Powerpoint. 

Desirable knowledge

• Procurement. 

Experience and achievements

Essential experience and achievements

• Working in an office environment. 
• Meeting organisation, minute taking and typing reports, letters, contract documents and specifications.
• Undertake research and presentation of data. 
• Problem solving.
• Travel, hotel, event booking.
• Powerpoint presentations.

Desirable experience and achievements

• Local Government. 

Qualifications/professional memberships

Essential qualifications/professional memberships

• Educated to GCSE / O Level standard or equivalent. 

Desirable qualifications/professional memberships

• Educated to A Level standard or equivalent. 

Other requirements

Other requirements of the job role

• Demonstrates a commitment to safeguard and promote the welfare of children and young people. 
• Ability to travel efficiently around the Bay in order to carry out duties, if required.
• Ability to accommodate occasional unsociable hours.
• Ability to accommodate occasional home-working.