Job info |
Job info details |
Job title |
Business Support Assistant |
Strategic team/Directorate |
Finance |
Service |
Financial Services |
Business unit |
Corporate Debt |
Responsible to (day to day issues) |
Corporate Debt / Revenue Team Leader |
Accountable to (line manager) |
Corporate Debt / Revenue Team Leader |
Salary grade |
5 - 6 |
JE ref |
JOT197 |
1. Key purpose of job
- To provide administrative support for the revenue and corporate debt teams to ensure
that an efficient and effective service is provided across the business units and wider
council as directed.
- To develop efficient working practices supporting the business units ability to process
information effectively and accurately.
- To contribute as a team member to the realisation of the councils vision, core values and
strategic aims in the delivery of the service
2. Anticipated outcomes of post
- To aid the team leaders with the provision of timely, reliable, accurate and useful
information for the team to enable a high standard of customer service to our customers
and other council departments.
- All administrative duties of the business unit are carried out to the required standard and
within statutory timescales and in accordance with council policy.
- To contribute to service improvements and the introduction of new technology where
appropriate
3. List key duties and accountabilities of the post
- Undertake a full range of general administrative and clerical duties as required.
- To be responsible for processing all administrative work including scanning and indexing
documentation, data entry, etc.
- Provide customer focused services that strives to be innovative in its search for
continuous improvement.
- To work to statutory timescales in line with policy.
- Maintaining and updating standard letters, files and reports, etc.
- Dealing with correspondence and formulating replies as appropriate.
- Dealing with proper receipt and despatch of incoming and outgoing mail.
- Maintaining efficient and effective filing systems.
- Knowledge and understanding of data compliance whilst dealing with sensitive
information.
- Report generation and information checking
- Transferring of information/data into PowerPoint presentations, Word or Excel
spreadsheets
- Organise meetings, collate and distribute agendas
- Undertake daily financial tasks with accuracy and efficiency
- Maintain administrative template documents ensuring accuracy and relevance
- Carrying out small projects and preparing specialist documentation when required.
- To assist with checking and preparation of documentation for the commencement of
legal proceedings
- To take responsibility for specific tasks and data returns; such as collating; processing;
validating and reporting information
- Ensure that records are kept efficiently and appropriately
- Ordering materials for the team through POP (purchase order processing)
- Post holder will be required to prioritise their workload in an environment where priorities
can change with short notice
4. Budgetary/Financial Responsibilities of the post
5. Supervision/Line Management Responsibilities of the post
6. Working environment and conditions of the post
- Office based with the ability to travel around the bay.
7. Physical demands of the post
8. Specific resources used by the post
9. Key contacts and relationships
- External Partners incl NHS Care Trust
- Government offices e.g. Valuation Office Agency, DWP, HMRC
- Other Councils
- The IRRV
- The voluntary third sector – Salvation Army; Debt Charities; CAB and Credit Unions
- Enforcement Agents and Collection agents
- Customers
- Liaise directly with staff at all levels of the organisation
10. Other duties
- To undertake additional duties as required, commensurate with the level of the job.
Other Information
-
All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.
-
The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of
the Council's buildings (including Council owned and Council leased buildings, but excluding
designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and
Council vehicles. The Council does not permit smoking breaks 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.
-
The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies
and Procedures.
-
The post-holder must comply with the Council’s Health and Safety requirements as outlined in the
H&S policy appropriate to the role.
-
This post is based at Tor Hill House, Castle Circus, Torquay but the post holder may be required to
move their base to any other location within the Council at a future date.
-
The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council
employees are committed to being forward thinking, people orientated and adaptable - always with
integrity”. Evidence will be sought during the probation and appraisal processes.
-
If you are required to use your own vehicle on Council business or drive a council vehicle you will be
asked to provide information on any driving endorsements by accessing www.gov.uk/view-drivinglicence and providing a code to your Line Manager in order to share your driving licence information
with the Council.
-
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
-
Torbay Council 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.
Person Specification
Note for Candidate
All Candidates
The 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.
Job info |
Job info details |
Job Title |
Business Support Assistant |
Strategic team/Directorate |
Finance |
Service |
Financial Services |
Business unit |
Corporate Debt |
Skills and effectiveness
Essential skills and effectiveness
- Excellent communication skills with the ability to communicate
clearly and effectively with all staff at all levels and members
of the public.
- Personal effectiveness with the ability to prioritise work
effectively and to meet deadlines which are set
- A self motivated person who is able to work on their own
initiative and to perform effectively as part of a team
- Good interpersonal skills and the ability to establish positive
relationships across the organisation and outside agencies
- Ability to work accurately in a deadline driven environment
- Effective organisational skills
- High level of accuracy and attention to detail
Desirable skills and effectiveness
- Experience of supporting senior staff
- Has worked in an income collection background
Knowledge
Essential knowledge
- Working knowledge of Microsoft Office
- Understanding of financial systems
- Knowledge and understanding of data protection
Desirable knowledge
- Knowledge of Council’s policies and procedures
- Knowledge of Council’s policy and procedures surrounding debt
streams
- Knowledge of Financial Regulations
Experience and achievements
Essential experience and achievements
- Experience of working with a range of administration
procedures
- Experience of working within a team
- Experience of dealing with a range of enquiries
Desirable experience and achievements
- To be able to demonstrate being able to work on their own initiative
- To be able to demonstrate good team working skills
- To have a knowledge financial or administrative working
environments
Qualifications/professional memberships
Essential qualifications/professional memberships
- Educated to GCSE standard, including Maths and English (or
equivalent)
Desirable qualifications/professional memberships
- European Computer Driving Licence or equivalent
Other requirements
Other requirements of the job role
- Ability to travel efficiently around the Bay/South West/UK in order to carry out duties
- Ability to accommodate occasional/permanent home-working