Business Support Assistant

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1 Hammersmith & Fulham borough of opportunity Business Support Assistant CHILDREN SERVICES Application Pack

2 Information for applicants Job Description Person Specification Criminal Records Bureau Check

3 LONDON BOROUGH OF HAMMERSMITH AND FULHAM CHILDREN S SERVICES JOB DESCRIPTION DEPARTMENT: Primary Inclusion Development Service JOB TITLE: GRADE: Business Support Assistant SO1 REPORTS TO: Head of the Primary Inclusion Development Service DATE: April 2010 JOB PURPOSE: To provide wide ranging administrative support for the Head of the Primary Inclusion Development Service and administrative/ secretarial support to the Teacher in charge of the PPRU and team of Teacher consultants and Development workers. To be an authorised person for the ordering, processing of goods and services agreed by the Head of the Primary Inclusion Development Service.within LBHF s financial regulations. MAIN DUTIES AND RESPONSIBILITIES: To provide wide ranging administrative support for the Head of the Primary Inclusion Development Service, Teacher in charge of the PPRU and a team of Teacher consultants and Development workers.. To provide a comprehensive and confidential administrative service to the Head of the Primary Inclusion Development service. To assist the Head of the Primary Inclusion Development service in preparing and presenting reports and other documentation required by LBHF and other organisations, including data collation. Assist the Head of the Primary Inclusion Development service with HR paperwork and processes such as recruitment, supervision records,

4 appraisals, annual leave and sickness/absence records and reporting and monitoring. To provide a high quality, comprehensive and confidential support service to Primary Inclusion development team. This includes appointment booking, diary management and the word processing of materials, letters and reports. Providing clerical support to team development activities and meetings including taking minutes of the meetings required. Specifically these will include Collecting, opening, stamping and distributing daily incoming post to members of the team. Prepare and deliver outgoing post for daily collection at reception. Responsibility for receiving telephone and personal enquiries and responding professionally and in accordance with the Borough s performance quality standards to all queries. Ensuring correct information and assistance is given, or that enquiries are appropriately re-directed. Shared responsibility for providing a reception service to visitors to the Penthouse at Langford school as and when necessary. Responsibility for ensuring that individual client data and database is accurate and current and that records of Service activity are properly managed and maintained. Maintaining an extensive and secure filing system, and carrying out annual archiving procedures of confidential pupil files, liaising with the Borough Archivist as appropriate. Collating and summarising data required for reporting purposes. Responsibility to ensure that all information on clients is treated in the correct manner in line with the Data Protection Act. Responsibility for the administrative management of some of the Service s INSET courses and work for the local authority. Collation and reproduction of materials, booking of venues (along with price negotiations) circulation of information to participants and the management of associated finances and records. Responsibility for the development and maintenance of the Services resource base, assessment materials, reference library and related databases.

5 Shared responsibility for the development and use of information technology, in line with the LBHF s commitment to the use of I.T. to enhance service delivery and its administration Participating in service development activities as appropriate. To be an authorised person for the ordering, processing of goods and services agreed by the Head of the Primary Inclusion Development servicet within LBHF s financial regulations. Responsibility for processing orders and invoices in compliance with LBHF requirements and directions and ensuring that correct cost centres are credited/debited under the direction of the finance officer. Coordinate logistics and technical set-up for the team, including: ordering furniture and any facilities or maintenance services, ordering IT equipment, requesting IT services when required, coordinating phone and IT setup for new team members and follow up on any changes. To provide current financial information to support the Head pof the Primary Inclusion Development service in monitoring expenditure to meet the PES budgets. Responsibility for processing travel and expense claims. To answer queries from staff relating to purchase orders and other financial matters under the direction of the finance officer. General duties and responsibilities. To exercise responsibility for ensuring fair and equal treatment for all. To undertake any duties of a similar level and responsibility as may be required by the Head of the Primary Inclusion Development service.

6 PERSON SPECIFICATION. Job Title Grade Business Support Assistant SO1 Educational Qualifications Work Experience Skills, knowledge, aptitude Essential Attributes Minimum GCSE Grade C in English and Maths RSA Grade II minimum (or equivalent) Typing (60 wpm + as a minimum) Audio typing experience Considerable experience of working in an office environment and the ability to use a variety of office equipment, procedures and systems, including statistical analysis. Experience of ordering and processing goods. Experience of reading and analysing financial printouts and budgetary planning. Good knowledge of requirements of Data Protection legislation Good working knowledge of IT packages, e.g., Microsoft Office, Word, Excel, Power Point, Access and with good keyboard skills Good organisation and time management skills with the ability to work to tight deadlines Good inter-personal skills and the ability to work un-supervised, being able to organise and prioritise own workload Proven ability to communicate, both verbally and in writing with a wide range of people Proven ability to demonstrate confidentiality at all times. Awareness of and commitment to high standards of customer care. Preferred Attributes Experience of running financial management systems

7 Motivation Physical Proven ability to use initiative and to negotiate effectively. A willingness to undertake all duties required, including hospitality. Willingness to learn and adapt to change and preparedness to undertake training and professional development Ability to work under pressure Awareness of Health and Safety good working practices relating to the use of computer monitors and keyboards Other Willing to work flexible hours A flexible approach to work-load and ability to re-schedule and prioritise To implement the Council s policy on equal opportunities and in particular to understand the implications of equal opportunities policies in all dealings with children, parents/carers and schools.

8 Criminal Records Bureau check Please be aware that the successful candidate will be required to take a Criminal Records Bureau [CRB] check. This check is necessary as the work involves dealing with or having access to children and vulnerable adults whilst undertaking normal duties.

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