Job info	Job info details
Job title	Business Support Officer – Anti-Social Behaviour
Strategic team/Directorate	Adult & Community Services
Service	Business Support
Business unit	Community Safety
Responsible to (day to day issues)	Team Leader – Community Safety
Accountable to (line manager)	Team Leader – Community Safety
Salary grade	D
JE ref	ADC043

1. Key purpose of job

• To act as initial point of contact to provide business support to ensure that an efficient and effective service is provided across the business unit. 

2. Anticipated outcomes of post

• Effective administrative support will enable colleagues to deliver effective services and project work to help keep Torbay’s communities safe.
• Colleagues in the business unit will receive a highly organised and effective service.
• The administration support service will run efficiently, providing highly organised cover of each other (where required) to the benefit of colleagues and customers.
• Contribute towards the effective organisation of Adults and Community Services functions to ensure the directorate operates in an efficient, open and accountable way. 

3. List key duties and accountabilities of the post

• Undertake initial casework administration, including assessing whether complaints received require referring on to relevant officer, or if further information is required or no further action that can be taken.
• Liaise with complainants and making reasonable enquiries as necessary and in line with initial casework administration and assessment.
• Carrying out small research projects and preparing specialist documentation.
• Developing and maintaining a wide variety of office systems.
• To provide wider support across the Adult and Community Services directorate including but not limited to providing administrative support for meetings (scheduling, arranging, booking, minuting etc), booking venues and travel and accommodation or ensuring that visitors are accommodated where necessary.
• Responsible for handling highly sensitive and confidential information including confidential employment matters, complaints, Freedom of Information requests, ensuring discretion and diplomacy.
• To prepare for and attend relevant meetings as directed by the Community Safety Team Leader, ensuring that all paperwork is provided, accommodation and refreshments are organised, accurate minutes are taken and that participants follow the terms of reference.
• Exercising judgement and discretion in determining priorities daily and ensuring that all callers/visitors receive the highest standards of customer care.
• Responsible for accurately transcribing recorded or dictated minutes / information and compiling relevant documents within a tight deadline when required.
• As directed by the Community Safety Team Leader, to work flexibly across Adults and Community Services undertaking other duties (e.g. assistance with inspections, audits or events) as required.
• To provide details of spend against cost centres across the variety of budgets held in the ASB Team.
• To support team working through contributing to training and development activities and participate in training when required. This may include attending courses, workshops etc. and working in other areas of the authority.
• 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. 

4. Budgetary/Financial Responsibilities of the post

• None. 

5. Supervision/Line Management Responsibilities of the post

• There is no direct line management responsibility.

6. Working environment and conditions of the post

• Normal working environment and conditions.

7. Physical demands of the post

• Normal physical demands.

8. Specific resources used by the post

• None. 

9. Key contacts and relationships

• External - A wide variety of statutory and non-statutory organisations. Council members, business partners and members of the public.
• Internal - Maintaining good working relationships with a wide range of council employees the post holder will come into contact with.

10. Other duties

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

Other Information

• All staff must commit to Workplace Equality, Diversity and Inclusion practices and policies.
• 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. 
• The post is eligible for both hybrid and permanent home working.
• 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 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 – Anti-Social Behaviour
Strategic team/Directorate	Adult & Community Services
Service	Business Support
Business unit	Community Safety

Skills and effectiveness

Essential skills and effectiveness

• Ability to interpret complex information, undertake research on behalf of senior managers and to produce clear and concise draft written reports, letters, and correspondence.
• Excellent communication skills, both written and verbal, together with a positive, warm and flexible approach. Persuasive, discreet and able to communicate effectively with a wide range of people, including high profile partners in the private and public sectors and senior representatives of the Council as well as members of the Public.
• Ability to cope with a wide range of tasks within a short time scale and work to deadlines.
• The ability to administer meetings with a particular focus on arranging and coordinating said meetings whilst able to produce accurate minutes, notes and action logs in a concise, efficient and timely manner.
• Ability to work effectively both independently and as a team member.
• Ability to take initiative and be a self-starter.
• Effective organisational skills.
• Effective ICT skills.
• Enthusiasm and resilience.
• Research Skills and ability to produce reports and specialist documents.
• This role requires the ability to fulfil all spoken aspects of the role with confidence and fluency in English.

Desirable skills and effectiveness

• Ability to identify service improvements. 

Knowledge

Essential knowledge

• Highly proficient working knowledge of Microsoft Office and associated programmes.
• Knowledge of the criteria for addressing Anti-Social Behaviour and Statutory Nuisance.
• An in-depth knowledge of a range of specialist administrative and organisational procedures, e.g., production of minutes, notes and actions, reports, speeches, letters, presentations, travel arrangements and organisation of meetings and events. 

Desirable knowledge

• Knowledge of software such as Flare.
• Knowledge of Council financial systems such as FIMS.
• Knowledge of Local Government policies and procedures.
• Working knowledge/understanding of current Community Safety issues and initiatives. 

Experience and achievements

Essential experience and achievements

• Experience of working in a busy office using a range of administration procedures.
• Experience of dealing with a range of enquiries both on the telephone and face to face.
• Experience of providing high level customer service and working with clients who may be challenging.
• Proven experience of working in a busy office environment.
• Experience of maintaining accurate and methodical records, in particular the production of accurate and concise minutes, notes and actions.
• Extensive experience of using a range of PC based information technology and computerised systems to a high level.
• Experience of undertaking research and analysing information. 

Desirable experience and achievements

• Experience of working in a multi-agency setting. 

Qualifications/professional memberships

Essential qualifications/professional memberships

• Educated to GCSE Level standard or equivalent.
• ICT qualification or equivalent. 

Desirable qualifications/professional memberships

• GCSE (or equivalent) in English and Mathematics.
• Customer Care Qualification. 
• NVQ Level 3 Business Administration.

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/South West/UK in order to carry out duties. 
• Ability to accommodate unsociable hours.  
• Ability to accommodate home-working.