Business Support Officer

Job Category : Admin & Clerical

Location : Newcastle Centre, Newry, Mourne and Down District Council

Start Date : Immediate Start

Start Time : 08:30

End Time : 21:45

Salary: £12.02

Average of 23  hours per week, over 2 week alternating rota – Newcastle Centre

Week 1            

Mon   17:00 – 21:45    (4.75 hrs)

Tue    16:30 – 21:45     (5.25 hrs)

Wed   14:30 – 21:45    (7.25 hrs)

Thu    14:30 – 21:45     (7.25 hrs)

Fri     16:30 – 21:45      (5.25 hrs)

Sat     Off         

Sun    Off         

Week 2            

Mon   Off         

Tue    08:30 – 16:45     (8.25 hrs)

Wed   Off         

Thur   Off         

Fri     08:30 – 16:30      (8 hrs)

Sat    Off          

Sun   Off          

*All shifts are inclusive of breaks (where applicable), which must be taken on-site

Duties and Responsibilities

1. Provide comprehensive administrative and secretarial support to a number of Council Officers on a daily basis including acting as point of contact for a service or department.

2. Provide seamless confidential business support and administrative cover working cross departmentally as required within the Business Support Service.    

Provide business support to agreed service standards and standard operating procedures to ensure the highest standards of work, including effective and efficient turnaround times and work prioritisation.

4. Process and record applications, system transactions and queries in accordance with approved operating procedures.

5. Provide an excellent standard of customer service, including reception services and liaison with other departments of the council, external agencies and members of the public. This will include taking ownership of customer queries and complaints and following through to completion.

6. Provide advice and information to colleagues and customers on business support processes.

7. Process and maintain a range of data and document management systems, this will include filing, archiving, retrieval, research, checking for accuracy, transfer of data to other agencies in line with statutory or service level agreement requirements.

8. Prepare papers and reports actioning recommendations and maintaining follow up and manage correspondence in accordance with departmental procedures.

9. Process financial transactions, to include recording and receipt of all monies (including credit card payments), bank lodgements, updating financial records, generating and processing invoices for authorisation, purchasing goods and/or services, maintaining stock control records, assisting with financial claims and budget monitoring in accordance with financial regulations and governance.

10. Operate and monitor the Council’s manual and computerised booking/requisition systems in accordance with approved procedures.

11. Acknowledge correspondence received and draft, issue and respond in accordance with departmental procedures and agreed timescales.

12. Organise meetings, prepare agendas, service meetings, take minutes, distribute all relevant documents, action recommendations and maintain follow up as required.

13. Assist in the delivery of departmental projects and events, as required.

14. Assist in the maintenance of relevant Business Support Systems and Quality Management Systems

including monitoring and review of systems and implementing improvements as directed.

15. Provide peer support with staff inductions, work placement students, training and development programmes in accordance with Council policy and procedures.