Business and Resource Scheduling Co-ordinator Business Management & Proposed 4 Administration

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1 Job title Job family Business and Resource Scheduling Co-ordinator Business Management & Proposed 4 Administration Band Job purpose The purpose of the role is to provide a wide range of business support services to other managers and team members within a nominated team(s). To contract and schedule staff resources effectively as appropriate in accordance with production and transmission requirement, conditions of service and objective of the operational area. To effectively contract and manage the payment of suppliers and freelancers. Key responsibilities and accountabilities Work closely with the BU business support functions across the BBC ensuring that all processes are followed. Responsible for staff resource scheduling in accordance with requirements, conditions of service and the objectives of the department. Monitor utilisation in liaison with the Senior Resource Scheduler ensuring utilisation targets are achieved on a monthly and yearly basis. Ensure rotas, timesheets and leave requests are dealt with in a prompt and timely manner. Support contracting and payment of contingent workforce, including on-air talent within contracting regulations, identifying requirements for support over peak periods. Co-ordinate resourcing of other support staff and facilities services for the department. Maintain, efficiently operate and improve a range of office processes and administrative systems to ensure the smooth running of the team. Prepare straightforward analysis, manipulation and interpretation of data. Working with finance specialist to reconcile financial data. Provide general policy guidance and advice working with divisional specialists (e.g. IT, Business continuity, Finance & Training). To undertake other duties relevant to the role, such as the collations and preparation of invoices, raising purchase orders, raising Sales Orders in the finance system, processing expenses. Deal with issues or queries arising from invoicing and payments to suppliers, staff, Talent and contingent workforce. Provides the management team (s) with the business support service including diary support, travel logistics, co-ordination of meetings, radio station events such as large scale OB s etc. Delegated responsibility for maintaining a safe and healthy working environment at all times, escalating any issues or areas of concern. Fleet administration to include arranging regular valeting, ordering new vehicles and regular reporting of vehicle inspections and driver audits. Responsible for coordinating team IT requests, user administration, systems access and record keeping. Ensure those who are joining, moving or leaving the department are equipped appropriately with the right IT and security access to BBC Page 1 of 5 LRA JD

2 buildings. Knowledge, skills, training and experience Essential Experience of providing administration support in at least one organisation. Excellent organisation, diary management and planning skills. Must be able to handle multiple and often conflicting requests calmly and effectively regularly reprioritising own workload. Organised with ability to prioritise own workload effectively, to co-ordinate activities and conflicting demands to ensure that tight deadlines are met. Ability to deal confidently, discreetly and tactfully with members of staff, ensuring that the BBC Respect at Work policy is adhered to at all times. Effective communication skills, with the ability to work well with a range of people at all levels. Ability to research, gather, analyse, collate and present information as required. Proficient computer literate skills, with strong experience of office software packages (i.e. Word, Excel and PowerPoint.). Proficient numeracy skills to analyse and reconcile data. Ability to use own initiative with minimal supervision and deal with routine queries as they arise escalating to others as necessary. Strong attention to detail. Desirable Media sector experience. Relevant business administration qualification. Excellent knowledge of the BBC Conditions of Service, Policies such as Leave policy, Sick Policy and Working Time Directive to enable support of Resource Scheduling. Job impact Decision making Typically directed by a combination of management, guidelines, processes and precedent. Generally work to short term deadlines and on occasion longer term projects. Arrange tasks within a daily routine. Role holder will perform a range of tasks as part of a specific service or service team, and providing or contributing to the provision of support services to an agreed quality standard or specification. There will be minimum day to day supervision, but clear guidance. The roles require an understanding of the allocated workload but also an ability to react to changing priorities. Initiative is needed to handle processes and casework and to resolve problems and queries based on experience and judgement The roles require a good working knowledge of systems and processes, and may involve responsibility for a specific area of work from start to finish. This means there will be responsibility for completing tasks within the agreed schedule and for resolving any problems or queries, although the more complex issues will be referred to others. Page 2 of 5 LRA JD

3 Scope Financial. Role/team dependent Employees. Role/team dependent Other information For Reward team use only Job Code Definition: Support This job description is a written statement of the essential characteristics of the job, with its principal accountabilities, incorporating a note of the skills, knowledge and experience required for a satisfactory level of performance. This is not intended to be a complete, detailed account of all aspects of the duties involved. Appendix There may be sub-sets of the generic job described above which require additional technical skills. This appendix to the generic job description can be developed to cover such situations. Division Reports to (title) Location base Nations & Regions (Wales) Lead Resource Manager Cardiff Organisation structure BBC Wales aims to be the best value and most creative producer of programmes in the UK, fostering a dynamic, flexible culture which supports high quality and innovative production. There are currently just under 200 staff in Operations working across Studio & O.B. s, Post Production, Audio, Graphics, News Daily Operations. Additional job specific responsibilities and accountabilities To contribute to business decisions by working closely with Head of Operations, Business Advisor, Unit Manager, Operations Team Leaders, Lead Technical Operators, Post Production Co-ordinators, Resource Schedulers and operational staff within Operations. To be the first point of contact for all internal & external suppliers and have experience in the SAP system including purchasing, administration, queries and paperwork. To effectively determine precise purchasing requirements providing advice and communicating to Operations. To be responsible for freelance contracting via Smartbook liaising with Schedulers, HR and Freelancers on a daily basis to process and resolve any problems with their payments, including implementing the HMRCs IR35 regulations. Page 3 of 5 LRA JD

4 Eligibility to Work submissions for freelancers. To assist the Schedulers at peak times with the scheduling of staff. Have an understanding of Workplace and Webkiosk. Liaise with the Schedulers to ascertain costs for sales order invoicing to independent companies/freelancers. Sourcing and purchasing on behalf of Operations staff including; bespoke kit, wet weather gear, medical assessments, long service awards, travel & hotel bookings, IT support etc. Drivers declarations submissions on behalf of crew and freelancers. Sourcing and purchasing on behalf of the department including; stationery, hospitality orders, ad hoc items etc. To be responsible for raising purchase orders via My Business checking supplier invoices in the system for payment and processing. To assist with statistical financial information as and when required for the control of all expenditure ensure costs are recovered and have been accurately input into relevant systems. Ability to step-in and cover the other Business & Resource Scheduling Co-ordinator roles within Operations. The role also has time dedicated to supporting Post Production, during which you will be responsible for file delivery for transmission. Maintain a good working relationship with the Scheduling, Commissioning, TV presentation, and production departments across BBC Wales to ensure the smooth delivery of files for transmission. To check files pre-delivery and ensure all metadata and paperwork are in order prior to delivery to CDO, S4C and I&A. Take responsibility for the movement of transmission files to CDO, S4C and TV Presentation, and the occasional dispatch of master tapes to the relevant broadcaster or distributor. Maintain the VT Archive and Staging Folders for File Based Delivery. To update Fabric and Dalet as required. To keep across daily transmission schedules for BBC Wales and S4C to ensure transmission information is up to date. Maintain tape stock levels within Post Production, predicting peak periods of activity and taking responsibility for the ordering, delivery and numbering of the stock prior to the production. Approval Manager Wendy Curtis HR Business Partner Sarah Last Date 9 October 2018 Page 4 of 5 LRA JD

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