Project Support Officer: Business and Administration Tobacco Free Futures Job Title: Reports to: Accountable to: Responsible for: Principal relationships: Base/location: Project Support Officer: Business and Administration Business Manager Business Manager, Operations Director and Project Managers n/a Internal teams, especially Project Managers, Business Manager and Operations Director. Liaise with TFF Associates and with clients and partners across the NW and beyond including PH England, Sub-Regional Commissioning Groups, Local Authorities, CCGs and CSUs and others as required TFF office Manchester, from time to time other venues as required by the role e.g. events at eternal locations Role Specification Role Summary: The mission of TFF is to Make Tobacco History for Children and more generally to protect and improve the health and wellbeing of the population, and to reduce inequalities in health and wellbeing outcomes that are set out in the Public Health Outcomes Framework. This role provides comprehensive business administration support to Tobacco Free Futures, the main components of the role are: The postholder will be a key member of the team and work to support ongoing activities of TFF ensuring timely compliance with all current and future work streams. The postholder will provide day-to-day support to the administrative functions within TFF CIC and their business information systems and databases. The postholder is epected to work with minimal supervision using own initiative to resolve problems with guidance from line manager as necessary and adhering to TFF policies and procedures. Main Duties and Responsibilities: 1) Managerial Establish positive working relationships with key colleagues within our clients, in particular NW Local Authorities, and all partner agencies. 1
Responsible for tracking and reporting on TFF delivery against key milestones of project plans using multiple information systems, to support the Operations Director in monitoring progress. Assist with the arrangement of TFF conferences, events and training including booking venues, arranging catering requirements, liaising with delegates and speakers, collating information packs, ensuring presentation materials are available and any follow up actions including evaluation. Coordinate meeting bookings, arrange refreshments, catering and display equipment as required. Prepare meeting rooms beforehand and tidy up afterwards. Circulate agendas, take minutes and follow up actions as appropriate. Liaise with suppliers and consultants. Negotiate rates for quotations in line with TFF financial instructions. Monitor work in progress to agreed brief and provide reports to Business Manager/project managers as appropriate. Provide support where requested to development of reports, presentations and databases, including researching information from a wide range of sources (internal and eternal), compiling, managing and presenting information as required. Support a cost conscious approach within the team. Manage and prioritise own workload on a regular basis. Work fleibly occasionally outside normal working hours. 2) Leadership Work closely with the TFF team to ensure the development and delivery of key tobacco control priorities. Responsibility for managing and prioritising own workload to meet project targets, deadlines and outputs as agreed in project plans. Work independently, with guidance from line manager as necessary, while ensuring accuracy and quality of work, and compliance with relevant protocols and procedures. 3) Administration Provide efficient business administration and clerical support across all TFF functions. Provision of support to team members for IT queries and responsibility for liaising with IT support companies to resolve any issues which may arise. Open incoming post, log and distribute to relevant team members. Prepare and deliver post to Post Office or equivalent daily ensuring appropriate tariffs apply. Investigate and obtain quotations on behalf of TFF team. Make purchases as directed using petty cash, following TFF policies and procedures. 2
Responsible for maintaining adequate supplies of stationery and other office consumables through monitoring stock levels and reordering. Assist Business Manager to prepare purchase invoices for authorisation/payment and to reconcile ependiture. Assist Business Manager to issue sales invoices, including obtaining purchase orders from clients, and to ensure income is received promptly. Provide general PA support to the CEO and senior team including management of diary and emails, and drafting of correspondence when required. Make travel and accommodation arrangements for all staff, and where appropriate other colleagues in relation to projects, comparing options in order to ensure best value and collating all costs to provide to the Business Manager. Authorise and issue rail travel tickets and accommodation information. Maintain efficient office systems, particularly filing and retrieving information, maintaining and updating comprehensive recording systems, which may include personnel information and budgets; implementation of security and confidentiality policies as per TFF policies. Regularly update address lists and manage contact databases ensuring information held is correct and up to date; ensure TFF adheres to record management policies. Plan and coordinate multi-agency meetings and events from booking through to evaluation. Disseminate information and materials, coordinating and collating full responses to requests from relevant groups while ensuring compliance within specified timeframes, compiling and analysing/presenting data for a range of purposes Ensure TFF responds to any complaints within specified timeframes. 4) Training & Education To keep up to date on key national and international developments in tobacco control programmes and strategies ensuring that the regional activities follow the strongest evidence based approach. To demonstrate continuous personal learning and development and to take a pro-active approach to and effectively monitor own performance against continuing professional development plan. Attend all relevant and required CPD training Facilitation of TFF training events and courses. 3
5) Communication Establish positive working relationships with key TFF stakeholder colleagues. Ensure effective communication links are maintained with all key partner agencies. Provide front line reception service to eternal visitors and telephone callers as required, responding to queries using own initiative on a range of subjects in a courteous and efficient manner while eercising judgement and awareness of confidentiality. Attend, contribute to and take minutes for team meetings and other meetings as required. Provide, receive and process comple, sensitive information in relation to public health issues. 6) Data Protection It is a requirement of employment within TFF that all staff must comply with the obligation of confidentiality to person identifiable information. TFF is registered with the ICO for the purposes of data protection. The Data Protection Act 1998 safeguards the handling of information held in both electronic and manual filing systems and it is the duty of all staff employed by TFF to uphold the principles of the Act. 7) Health and Safety All employees are required by Section 7 of the health and safety at Work Act (1974) to take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions. 8) Other The above is an outline of the tasks, responsibilities and outcomes required of the role. You will carry out any other duties as may reasonably be required by the CEO and Deputy with the scope of the post. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the business. It should be noted that the work of the company is of a confidential nature and must not be communicated to other persons ecept where required for authorised purposes. This job description is not intended to be ehaustive but to indicate the main responsibilities of the post and may be amended from time to time after consultation with the post holder. Smoking is not permitted on TFF premises and employees are not permitted to smoke whilst on duty. 4
TFF Behaviours how we work 5
Person Specification a) Knowledge of administrative procedures, ability to use a range of computerised software and apply project management and monitoring processes, acquired through degree or equivalent training and eperience Essential Desirable b) Senior level business administration skills c) Eperience of providing administrative support to a business finance function, ideally including use of Sage Accounts or equivalent software d) High IT literacy skills including knowledge of, and ability to use, all Microsoft Office applications e) High level data management and presentation skills f) Understanding and eperience of project management including principles and practice g) Ecellent organisation skills, ability to use own initiative and a great team player h) Ecellent communication and interpersonal skills, adept at building trust across a wide range of stakeholders i) Ability to anticipate and solve problems taking initiative and responsibility as necessary j) Ability to prioritise own workload and work effectively as part of a team k) Ability to perform to very high standard with close attention to detail, meeting deadlines and coping with pressure l) Ability to concentrate throughout an unpredictable work pattern and deal with problems m) Eperience of managing and/or contributing to website CMS and CRM tools n) Eperience of managing and/or contributing to project management tools o) A background in partnership environments p) Motivational skills 6