Business Support Assistant

Location

Flintshire, Wales | United Kingdom

Job description

Job Category : Sec / Admin
Location : The Westwood Centre, Flintshire County Council
Hours Per Week : 37.00
Start Date : Immediate Start
Start Time : 08:30
End Time : 16:30
Salary: £8.91

Job Purpose
To provide administrative support as directed by the Early Years Support Manager, Childcare Development Officer and Early Years Project Support Officer to ensure an effective and efficient service is delivered to families in Flintshire who have childcare requirement. This role will support the administration of the funding for part time educational places, grant funded childcare, and support activities to develop the Childcare Sector in Flintshire.
To provide a modern and effective customer focused business support.

Principal Accountabilities

1. To provide a full reception (first point of call) service to internal and external customers and clients which will involve receiving, recording, assessing, resolving or actioning enquiries, requests for service and complaints either electronically, by telephone, by post or in person. The postholder must ensure that these are processed at the first point of contact wherever possible and within Corporate Service Standards, before escalating the enquiry for a response.
2. To provide general administrative duties e.g. process applications and registrations, authorisation of grant/other payments, submitting translations, the receiving and distributing of incoming and outgoing post daily and deliveries in line with FCC policies and procedures of GDPR and Health Safety.
3. To provide timely and accurate data inputting into corporate information systems and producing reports in line with schedules, requests and deadlines.
4. To provide a full range of document management activities such as electronic records management; scanning, archiving, filing, etc.
5. To undertake a range of Microsoft Office based tasks e.g. production of letters, marketing material, spreadsheets, PowerPoint presentations etc.
6. To contribute to the maintenance of communications on the intranet and internet sites ensuring the information is accurate and up-to-date and identify opportunities for improved electronic access to services such as web e-forms.
7. To organise venues for training courses and other events, booking delegates, assisting with catering, booking travel; updating and circulating information as required.
8. To provide a meetings management service e.g. booking centre rooms, organising venues, set up, booking lunches, taking and circulating minutes, ensuring actions are followed up as necessary.
9. To organise and prioritise individual workload, anticipating fundamental day to day problems and as appropriate resolve them either on own initiative and/or in direct liaison with colleagues and direct report.
10. To contribute and make recommendations to the development of smarter administrative procedures applying lean techniques to assist with the provision of an effective business support service.
11. To process applications for grant funding, assuring the quality and accuracy of all evidence collected to meet funding claims and requirements and timely submission.
12. To undertake termly eligibility rechecks, approve and resolve payments, process resource orders on P2P. Check, pay and raise invoices as per schedule and deal with any associated queries.
13. To order, distribute and maintain stationery stocks. Keep inventory and logs for IT equipment and assets.
14. To provide a support service to the management including diary management, bookings, preparing draft communications, sensitively managing incoming calls and providing support as necessary.
15. To keep policy and procedure manuals up to date and circulate updates to relevant people as and when necessary.
16. To ensure that the centre facilities and resources are used appropriately. To complete and record centre safety logs for maintenance checks, undertaking contractor call outs and to be responsible for removing/reporting/escalating any risks in relation to Health and Safety on a daily basis. To support the maintenance of a central record for the Centre Management.
17. To monitor the car parking facility at Westwood Centre to ensure the users are parking within guidelines for safety and permitted use.
18. To work collaboratively with other key stakeholders to ensure the delivery of a quality service.

Job tags

Salary