Job Description

Job Title: Business Support Officer

Team/Service: TDA

Responsible To: (day to day)Accountable To: (Line Management

PA/Office Manager

PA/Office Manager

Salary Grade: (Spinal column points)JE Ref:

£17,681 - £18,672

TDA24

Post No: 10350

1. Key Purpose of Job1.1. To provide comprehensive business support to various services within TDA, including

the Leadership Team and TDA Board.

1.2. To work as part of a team of Business Support Officers.

2. Anticipated Outcomes of Post2.1. All areas of TDA are provided with a high standard of business support.

2.2. Ensure customers and contacts receive the best level of customer service.

3. List Key Duties and accountabilities of the post 3.1. Manage a demanding and reactive workload in a responsive way to ensure Leadership

Team and Managers’ key objectives from the Business Plan and Economic Strategy are met.

3.2. Manage, organise and record the minutes of internal and external meetings.

3.3. Organise the effective collation and distribution of correspondence and papers to ensure that items are both received and dispatched as appropriate.

3.4. Deal effectively and professionally with telephone calls into the company.

3.5. Manage day to day relationships with internal and external contacts.

3.6. Deal with issues as they arise and proactively seek resolution.

3.7. Undertake word process and email correspondence as required ensuring confidentiality is maintained.

3.8. Book travel, hotels and event attendance.

3.9. Assist with company run events.

3.10. Set up and maintain excel spreadsheets as and when required.

3.11. Develop Powerpoint presentations and handouts as required.

3.12. Liaise with framework partners and external and internal clients to obtain and exchange information relevant to project progression.

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3.13. Update contracts register as and when required.

3.14. Proof read and format tender documentation for upload on e-tendering portals.

3.15. Establish and maintain filing systems.

3.16. Create and maintain TDA iLearn courses and job vacancies on website.

3.17. Provide reception cover as and when required.

3.18. Ensure the company’s Equal Opportunities and Health and Safety policies are applied in the work of the postholder.

4. Give examples of the typical types of problems and decisions the post will be required to make and the impact any decisions could have on its clients and residents4.1. Balancing workload and manage competing priorities.

4.2. Make decisions on escalating issues received into the office.

4.3. Identify financial and budget monitoring queries and possible solutions to present to Managers.

4.4. Deal with procurement queries and tender issues using Pro-Contract portal.

5. Budgetary / Financial Responsibilities of the post 5.1. Use of Financial Information System (FIMS) to enable the raising of purchase orders and

invoices.

5.2. Administer invoice payment processes relevant to capital projects and other funding streams, in liaison with project leads, to ensure fee invoices are processes in line with agreed fee schedules.

5.3. Processing new suppliers taking into account HMRC Regulations.

5.4. Maintain budget tracking spreadsheets where appropriate.

5.5. Year-end processing.

6. Supervision / Line Management Responsibilities of the post 6.1. None.

7. Working Environment & Conditions of the post 7.1. The postholder may be required to vary hours of work to support the requirements of the

business and will involve off site attendance at meetings and events.

7.2. Normal working environment and conditions.

8. Physical Demands of the post 8.1. Normal physical effort.

9. Specific Resources used by the post 9.1. Microsoft Packages, FIMS, e-Marketplace, Pro-contract, ModGov, Zipporah, Evolutive

and Workflow Max.

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10.Key Contacts and Relationships10.1. External – All external contacts.

10.2. Internal – Board members, internal services, Torbay Council directorates including Mayor, Councillors, Officers and Staff.

11.Other DutiesTo undertake additional duties as required, commensurate with the level of the job.

Other Information

a) All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.

b) The TDA operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any TDA or its client’s buildings or enclosed spaces within the curtilage of buildings. Smoking breaks are not permitted within work time; however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement.

c) The post-holder is expected to familiarise themselves with and adhere to all relevant Policies and Procedures.

d) The post-holder must comply with Health and Safety requirements as outlined in the H&S policy appropriate to the role.

e) This post is based at Tor Hill House but the post holder may be required to move their base to any other location at a future date.

f) The post-holder must be committed to the TDA’s Core Values for employees – “TDA employees are committed to being forward thinking, people orientated and adaptable – always with integrity”. Evidence will be sought during the probation and appraisal processes.

g) If you are required to use a TDA vehicle, you will be asked to provide information on any driving endorsements which will be checked through www.gov.uk/view-driving-licence

h) You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions

i) The TDA is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.

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Note for Candidate

All CandidatesThe supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement.

 In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

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Person Specification

Job Title: Business Support Officer Team: Business Services

Essential Skills and Effectiveness: Desirable Skills and Effectiveness:1. High degree of accuracy and attention to detail2. Ability to convey information accurately, clearly and simply3. Experienced minute taker4. Determine priorities and complete tasks within deadlines using

own initiative or as part of a team5. Sufficiently numerate to compile and present accurate statistical

data6. Exceptional interpersonal, organisational and communication

skills7. Excellent customer services both internally and externally8. Self-motivated and able to grasp new concepts quickly9. Respect for confidentiality10. Experience in multi-tasking

Essential Knowledge: Desirable Knowledge:11. Outlook, Word, Excel, Powerpoint 1. Procurement

Essential Experience/Achievements: Desirable Experience/Achievements:12. Working in an office environment13. Meeting organisation and minute taking14. Undertake research and presentation of data15. Problem solving16. Travel, hotel, event booking17. Powerpoint presentations

2. Local Government

Essential Qualifications/Professional Memberships: Desirable Qualifications/Professional Memberships:18. GCSE in English and Maths or equivalent

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Person Specification

Essential – Other requirements of the job role

Ability to travel efficiently around the Bay in order to carry out duties, if required Ability to accommodate occasional unsociable hours

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