BUSINESS SUPPORT OFFICER (FA TECHNICAL) COMPETENCY FUNCTION : BSO3

Transcription

1 BUSINESS SUPPORT OFFICER (FA TECHNICAL) JOB DESCRIPTION COMPETENCY FUNCTION : BSO3 MAIN ACCOUNTABILITIES PRIMARY JOB Accountable to one of the FA Technical Group (FATG) managers for providing support to FATG projects and administrative assistance to FATG colleagues. While not an exhaustive list, general duties include: a) File and document management, including setting up and maintaining FATG e-folder structure and content, and the FATG pages on the intranet. b) Assisting knowledge management, by gathering, assimilating and presenting information or data, for example on WAO grant certification activities. c) Organising and supporting meetings, training events and technical workshops, including liaison with HR and Business Services staff, and with internal / external stakeholders, as delegated by the relevant FATG manager or the Group Director Technical. d) Supporting effective FATG meetings by compilation, preparation and circulation of papers, and accurate minute taking e) Coordinating project timetables or other complex activity schedules and monitoring progress. f) Using ICT skills to support the design and production of templates, charts, checklists and other FATG documentation etc g) Co-ordinating FATG and project / team communications h) Supporting the clearance processes for draft technical guidance, quality assurance reviews / moderation and responses to external consultations i) Directly supporting FATG colleagues and contributing to the development and delivery of technical projects, for example by: Desk-based research of discrete technical issues, under the guidance of an FATG manager; Contributing to post-project learning meetings; and Supporting the organisation and running of shared learning events.

2 In supporting specific technical projects, the post-holder should agree developmental objectives for learning and development opportunities, under FATG manager supervision. The post holder will work effectively with FATG members, corporate and other support staff in delivering the above objectives. While the primary job relates to supporting the work of the FATG, the post holder may be required to provide occasional administrative support to other teams within the Financial Audit Practice and also within the wider organisation. The post holder will be based at the Cathedral Road Office Cardiff, although you may be required to work at any other specific locations as the WAO may from time to time require. KNOWLEDGE, SKILLS AND EXPERIENCE At least A level qualified or equivalent work experience Relevant experience in office administration highly desirable Proficient in use of Microsoft Office packages Well developed IT skills in using web based packages, spreadsheets, graphs, preparation of PowerPoint presentations, SNAP surveys, SharePoint management Numerate, with experience in accountancy desirable Experience of electronic folder management, mail merge function for letters and labels Ability to communicate information clearly and accurately both verbally and in writing Excellent organisational skills, and ability to prioritise workload, work flexibly and mange own time effectively A good understanding of the Welsh public sector, the related political environment and the Wales Audit Office s place within it is desirable Comfortable working in a bilingual environment Committed to self development and learning COMMUNICATION First class communication skills both over the telephone and in person Able to develop and maintain positive and professional working relationships with both WAO staff and external contacts

3 Able to respond politely and calmly to complex calls and deal with callers in a professional manner Able to write well, using good grammar, spelling and punctuation and applying appropriate house-style when compiling and proofreading documents and preparing presentation materials Excellent attention to detail and accuracy for proof reading correspondence and formatting reports containing high risk, complex or confidential information Able to proactively support the delivery of workshops and other stakeholder events Able to take accurate minutes at FATG and other meetings Other typical outputs are: s requesting or conveying information, working papers outlining the results of any information gathering or research exercise, lists and schedules in spreadsheet format, formatting of technical guidance, templates and presentations. MANAGEMENT AND DELIVERY Work productively within the FATG and with colleagues across the Financial Audit Practice and the wider WAO to ensure a coordinated, efficient and effective support service is provided Excellent organisational skills and a proactive approach to work Able to prioritise workload and work flexibly to meet competing demands on one s time Sufficient drive and pace of work to ensure tasks are completed on time and to the required quality standards Ability to coordinate meeting arrangements and to organise and manage large and complex schedules Effective meeting support preparing and distributing documents, taking minutes and typing up notes as necessary Act as a local source of general advice for FATG staff on WAO house style, IT solutions, the publishing process and general advice on getting things done Ability to deal sensitively and discreetly with confidential information Effective file management including electronic storage set-up, maintenance and retrieval AUTONOMY, ANALYSIS & DECISIONS Work will be largely directed by others but will be carried out with minimal supervision (unless a task involves particular technical complexity or knowledge, in which case more detailed oversight by

4 FATG colleagues will be provided where necessary). Use sound judgement and initiative to resolve any unexpected problems with administrative or project support arrangements swiftly and successfully, alerting FATG colleagues to any problems in good time Juggle diaries and decide on best fit for meetings, training events and workshops etc Excellent attention to detail and accuracy Gather, assimilate and present data and information, including discrete areas of allocated project research. This will involve deciding which information is relevant within a clear set of criteria and may involve some analysis of data Keep abreast of issues relating to their work area Committed to continuing self development and learning GENERAL REQUIREMENTS All employees are expected to: Demonstrate the WAO s Values Positively support equality of opportunity and equity of treatment to colleagues, external stakeholders and partner organisations Help maintain a safe and healthy work environment by demonstrating safe working practices Remain flexible, engaged and willing to accept new challenges HIGH LEVEL OBJECTIVES Maintain the organisation s reputation of independence and integrity and provide constructive challenge to improve existing ways of working, either internally or in our audited bodies Adopt a positive, co-operative and helpful manner when dealing with WAO colleagues (at all levels) and external stakeholders, presenting a professional image of the office Develop and maintain constructive and effective relations with colleagues (and where appropriate, with external stakeholders including our framework firms) Ensure that confidentiality is upheld when dealing with sensitive

5 information, and that information security is maintained Display a professional attitude and approach, self-awareness and a commitment to learning from experience and maintaining and developing the skills, knowledge and competences needed to carry out your work effectively and develop your career Contribute to the development of the WAO as a learning organisation by working with, learning from and sharing information and knowledge with colleagues Contribute to post project learning Demonstrate a commitment to ongoing personal development, including the use of learning opportunities from direct FATG project support to maximise and extend own contribution Display a pride in your own work and deliver good quality work in your area of responsibility, consistent with the WAO strategy and operational plan, which has a positive impact in line with agreed budgets and/or timescales Ensure that work is carried out to the required quality Ensure deadlines are adhered to, and that customers are kept up to date with progress Complete all administrative and other corporate/ project tasks accurately and on time When working on significant projects agree personal project objectives with FATG project manager(s) and seek feedback on performance Display a flexible style and approach in managing your own programme of work and in being responsive to new demands and opportunities Prioritise own workload and work flexibly to meet competing demands on one s time Complete all administrative and other corporate tasks accurately and on time Willing to respond quickly and flexibly to work demands from across the FATG, and where necessary from the wider Financial Audit Practice or elsewhere within the WAO Ensure deadlines are adhered to and that customers are kept up

6 to date with progress Provide direct support to FATG projects, delivering effective project administration and coordination, whilst making use of the learning and development opportunities to maximise and extend project contribution through appropriately set developmental project objectives Value and respect the diversity, talents and expertise of your colleagues and display a positive and trusting approach, treating and/or managing colleagues with respect, fairness and courtesy Develop and maintain constructive and effective relations with colleagues (and where appropriate, with external stakeholders) Contribute to the development of the WAO as a learning organisation by working with, learning from and sharing information and knowledge with colleagues In providing FATG support, actively engage with all FATG colleagues to maximise both your contribution and learning potential COMPETENCY AREA GROUP Communicating and influencing Results delivery/continuous improvement Team work and team leadership Understanding and developing the business Technical/job knowledge Analysis, problem solving and critical thinking Personal effectiveness and leadership