Business Support Assistant

Location

Inverness, Highland | United Kingdom

Job description

Venesky-Brown’s client, a public sector organisation in Inverness, is currently looking to recruit 2 x Business Support Assistants for initial 12 week contracts with potential to extend on a rate of £12.94/hour (PAYE). These roles will be a hybrid of working at home and in the office.

Responsibilities:

 
- Represent the organisation in a professional manner at all times and uphold their values
- Responsibility for organisation wide technical business support processes and systems as follows:
- ITRENT: recording, updating, verifying, interpreting, monitoring and reporting on confidential information in relation to sickness, special leave, annual leave and trade union leave often with complex scenarios. Providing full business support to SDA managers regarding the processes for sickness absence and Special Leave. To process, verify and update confidential information relating to annual leave, investigating and resolving issues/discrepancies and assisting with providing and calculating accurate leave for support staff.
- CTM: making, confirming and amending complex travel bookings and all accommodation bookings relating to local SDA activities and to ensure operational and fleet cover.
- Technology One: sourcing suppliers, ordering goods and services and arranging for the coding and payment of invoices to meet SDA needs, receiving quotations, raising purchase orders and stock requests, receiving requisitions and issuing goods, receipting goods, matching invoices, ensuring invoices are coded accurately and sent to the correct budget holder for authorisation. Maintaining records and using the organisation’s Financial Systems to handle any related enquiries regarding goods and payment from suppliers and internal customers.
- Gartan/Rappel: process, verify and update confidential personnel details relating to skills, competence and contracts on the Gartan availability system, investigating and resolving issues/discrepancies in order to maintain appliance availability and operational cover across the organisation as well reporting to SDA management.
- VOIP/JABBER/ARC: maintaining consistent approach and standards for handling internal and external enquiries for the organisation using VOIP phones, remote Jabber access and ARC to ensure a high level of customer service in response to customer calls and enquires
- Shared Mailboxes: maintaining consistent approach and standards for handling internal and external enquiries for the organisation. This involves research, information collation and processing of related correspondence within agreed timescales and includes processing of highly confidential Freedom of Information Requests as directed by Information Governance and in line with set deadlines
- Establishment: Supporting the Business Support Assistant Manager as required.
- Providing full business support for SDA meetings including support for management team and support for HR meetings, acting as minute taker on a regular basis, producing agendas, collating papers and reports and taking appropriate follow up action as required.
- Working with all Service Delivery Area Business Support Teams and the Corporate Business Support Team to provide a comprehensive and confidential business support service to suit the changing needs of the organisation.
- Providing reception/first point of contact for local Service Delivery Area Management Teams and Head of Service Delivery and SDA locations. 
- Providing full business support with regards room bookings, dealing with requests across the Service area and to maintain booking systems for rooms, video conference and ICT meeting facilities.
- Supporting local SDA officers and managers within the SDA including co-ordinating diaries, making appointments, arranging meetings, catering, room and pool car bookings.
- Supporting procurement processes including identifying appropriate suppliers, obtaining quotes for comparison and setting up supplier creation forms.
- Ensuring all incoming mail is distributed and responded to within agreed timescales, with due care, attention and awareness of office security, topping up financial credit on franking machines, attending the post office as appropriate.
- Providing efficient business support for all outgoing mail including recorded and special deliveries, expedited deliveries, couriers, international mail items and liaising with external mail service providers.
- Handling enquiries received in relation to Comments, Compliments and Complaints.
- Researching and collating written and statistical information, process reports, general correspondence and other documentation in order to support local SDA officers and managers and internal departments and processes.
- Maintaining and developing all relevant filing systems and to process and file confidential and sensitive information relating to payroll, HR and finance as required.
- Handling confidential and sensitive information appropriately in line with organisational requirements, data protection legislation and GDPR.
- Supporting processes relating to leavers, retirements and awards, ceremonies and Chief Officer Commendations, including producing certificates, ordering gifts and arranging and facilitating presentation and ceremonies.
- Maintaining security at local premises throughout the day and follow any necessary procedures to secure buildings as appropriate. This may also include assisting with weekly fire alarm tests.
- Regular travel to meetings, workshops and training courses across the organisation as required including utilising pool cars in accordance with all current Fleet policies and procedures, and Health and Safety Risk Assessments.

Essential Skills:

 
- HNC Admin or relevant office experience
- Experience of working with multiple system interfaces 
- Experience of Minute Taking 
- Experience of working in a busy office environment 
- Experience of being able to generate positive working relationships to achieve an end result 
- Ability to communicate clearly and confidently 
- Ability to work on own initiative in a time limited and pressurised environment 
- Awareness of confidentiality 
- Knowledge and experience of IT packages, e.g. Microsoft Office, Sharesite, Outlook 
- Evidence of continued professional development

 
 
 
Desirable Skills:

 
- Knowledge of ERP Systems (iTrent, Tech One, etc.)
- Experience of dealing with finance issues, e.g. payroll, invoicing

 
If you would like to hear more about these opportunities please get in touch.

Job tags

Salary