Operational Support Officer JOB NO.: RS DEPARTMENT: Regeneration SECTION: Building Cleaning, Caretaking & Crossing Patrol Services PSE

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1 JOB DESCRIPTION JOB TITLE: Operational Support Officer JOB NO.: RS32010 DEPARTMENT: Regeneration SECTION: Building Cleaning, Caretaking & Crossing Patrol Services PSE LOCATION: Norfolk Place GRADE: 5/6 SCP S CAR ALLOWANCE: - CASUAL/ESSENTIAL (delete as appropriate) (if applicable) PURPOSE OF JOB: To support and undertake a broad range of duties in relation to the functions of the PSE: financial, operational and personnel related issues including Conditions of Service, Employee Relations, Recruitment and Selection, pay, benefits and expenses using HR technology as appropriate. RESPONSIBILITY LINKS: REPORTS TO: RESPONSIBLE OVER: Finance and Business Manager Operational Support Assistant(s) SPECIAL CONDITIONS: MAIN ACTIVITIES: 1. Direct, allocate and co-ordinate the day to day tasks of designated Operational Support Assistants to monitor quality & quantity of output to achieve agreed standards within allocated area of work. 2. Responsible for accurate processing of timesheets for Cleaning, Caretaking and Crossing Patrols Services ensuring accuracy, correct financial cost coding and meeting deadlines according to the published schedules. 3. The lead role for all aspects of recruitment, including vacancy management,

2 advertising, shortlisting, interviewing and providing feedback to unsuccessful applicants. 4. Responsible for the processing of a range of transactions from organisational entry to organisational exit (using Trent system) and maintaining the agreed levels of accuracy & confidentiality to meet the relevant service level agreements 5. Undertake monthly audit checks of work inputted into Payroll system by Ops Support Assistants and take appropriate action to rectify errors 6. Implement, communicate and share changes in legislation, policies and procedures with colleagues across the PSE. 7. Conduct first line performance and return to work interviews. 8. Support, guide and develop the skills of designated Ops Support Assistants to build their competence and confidence in handling a range of situations. 9. Carry out the IPM process to the agreed standards to improve individuals contribution. 10. To maintain establishment lists and personnel per premise records for the service area and to ensure senior officers have regular updates of personnel who could be affected by the emergency plan. 11. To answer enquiries including telephone calls relating to salary/wage queries and other related matters, liaising with outside agencies as required. 12. Responsible for devising customised responses/requests/letters on wage/payroll matters for the service area. 13. To undertake a full liaison role between Personnel, Transaction Recruitment, Transactional and the service area. 14. To be responsible for the departments compliance with the Councils Car Allowance Scheme and monthly checking and processing of car mileage claims. 15.To check, record and process Accident Forms generating H.S.E. documentation as appropriate. 16. Promote and demonstrate the agreed standards and principals of customer care. 17. To maintain staff training and development records, bringing relevant training opportunities to the attention of staff.

3 18. In liaison with external training bodies arrange cleaning and caretaking NVQ s courses as appropriate. 19. In conjunction with senior officers, act as liaison with the Council s Risk and Insurance Section, particularly with regard to public liability claims. 20.To ensure employees provide medical certificates as necessary in accordance with the Council s Absence and chase any outstanding. 21. Co-ordinate the maintenance of records and production of statistical information. 22. Contribute to continuous improvement initiatives within the service area, particularly in relation to staffing/payroll functions. 23. Meet all health & safety legislation requirements including maintaining own work area to the agreed standards and where relevant monitoring the compliance of designated Ops Support Assistants to these requirements Awareness of the service area s Health and Safety Policy and organisational responsibility within it. 24. To undertake any other duties commensurate with the grading of the post as may be instructed by senior management. DATE PREPARED: May 2010

4 EMPLOYEE SPECIFICATION Job No: RS32010 Job Title: Operational Support Officer Grade: 5/6 Service Area: Regeneration Section: Building Cleaning, Caretaking & Crossing Patrol Services PSE Using the Job Description consider what abilities are required by a person to perform each of the main activities of the job safely and effectively. Define those abilities clearly and unambiguously in terms that are measurable and observable and record them in the space below:- Indicate when Assessment is possible: at shortlist=s interview=i both=s/i WEIGHT CODE shows relative importance Low=1 Medium=2 High=3 Communicate clearly and effectively, both verbally and in writing with people at all levels of the Council. Effective team management skills. Demonstrate knowledge of Payroll procedures including Maternity procedures. Demonstrate an awareness of the Council s cost coding structure and the application of financial codes. Demonstrate an ability to maintain records to the highest standards incorporating process improvements to enhance and develop both staff and the service area. Show a proven ability to process, co-ordinate and control all aspects of recruitment procedure in line with WMBC policies and procedures. Demonstrate an awareness of WMBC financial procedures in connection with car mileage processing. Demonstrate an awareness of Health and Safety including RIDDOR reporting generating documentation as appropriate. Use software packages, e.g. Word, Excel, Trent; to input and access data and present information to other officers. S/I 2 Demonstrate an awareness of equal opportunities. Experience: specify type, level and length required; if any. Supervisory experience within a similar environment. S

5 Qualification: specify type and level required; if any. Prepared by: Pat Smythe Date: May 2010 S

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