Job info	Job info details
Job title	Business Support Officer
Strategic team/Directorate	Children’s Services
Service	Business Support
Business unit	Children’s Services
Responsible to (day to day issues)	Team Leader - Business Support
Accountable to (line manager)	Team Leader - Business Support
Salary grade	D
JE ref	SS163BSO

1. Key purpose of job

• To provide administrative support for members of your team and the wider Council as directed.

2. Anticipated outcomes of post

• Effective administrative support will enable colleagues to improve outcomes for children, young people and families and opportunities for learners and staff in schools.

3. List key duties and accountabilities of the post

• To carry out a wide range of administrative tasks, including:
  • Ordering materials through POP (the Council’s Purchase Order Processing system) for the team. 
  • Typing and distributing documents and letters.
  • Arranging travel and accommodation for team members.
  • Carrying out small research projects and preparing specialist documentation.
  • Assisting with the production of resources.
  • Printing and photocopying materials.
  • Organising meetings, distributing agendas and taking minutes.
  • Dealing with general enquiries and taking messages.
  • Assisting with the administration of budgets within the division.
  • Developing and maintaining a wide variety of office systems.
  • Opening and distributing the post.
  • Issuing petty cash to officers and ensuring that all cash issued complies with standing orders and financial regulations.
• As an Employee of Torbay Council all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services. 

4. Budgetary/Financial Responsibilities of the post

• None. 

5. Supervision/Line Management Responsibilities of the post

• There is no direct line management responsibility.

6. Working environment and conditions of the post

• Normal working environment and conditions.

7. Physical demands of the post

• Normal physical demands.

8. Specific resources used by the post

• None.

9. Key contacts and relationships

• External - A variety of educational establishments such as schools, academies and colleges. Council members, business partners and members of the public.
• Internal - Maintaining good working relationships with a wide range of council employees the post holder will come into contact with.

10. Other duties

• To undertake additional duties as required, commensurate with the level of the job.

Other Information

• All staff must commit to the Workplace Equality, Diversity and Inclusion Practice and Policy.
• 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.
• The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Children’s Services are the Safeguarding Leads for the Council. 
• This post is office based at Tor Hill House but the post holder may be required to move their base to any other location within the Council at a future date.
• The post is eligible for hybrid working.
• As this post meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to a criminal record check (Disclosure) from the Disclosure & Barring Service before the appointment is confirmed. This will include details of ALL cautions, reprimands or final warnings as well as convictions, whether “spent” or “unspent”. Criminal convictions will only be taken into account when they are relevant to the post.
• 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.
• 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 this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
• 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 gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.

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 Officer
Strategic team/Directorate	Children’s Services
Service	Business Support
Business unit	Children’s Services

Skills and effectiveness

Essential skills and effectiveness

• Effective interpersonal and communication skills.
• Ability to cope with a wide range of tasks within a short time scale and work to deadlines.
• Effective numeracy skills.
• Ability to take accurate minutes.
• Ability to work effectively both independently and as a team member.
• Ability to take initiative and be a self-starter.
• Effective organisational skills.
• Effective ICT skills.
• Enthusiasm and resilience. 
• This role requires the ability to fulfil all spoken aspects of the role with confidence and fluency in English. 

Desirable skills and effectiveness

N/A

Knowledge

Essential knowledge

• Experience of working with a range of IT software including Microsoft Office (Word, Excel, Outlook) and Edge. 

Desirable knowledge

• Knowledge of software such as SIMS and PARIS.
• Knowledge of Council financial systems such as FIMS.
• Knowledge of Local Government policies and procedures.
• Working knowledge/understanding of current Children’s Services issues and initiatives.

Experience and achievements

Essential experience and achievements

• Experience of working within a team.
• Experience of working in a busy office using a range of administration procedures.
• Experience of dealing with a range of enquiries both on the telephone and face to face.

Desirable experience and achievements

• Experience of working in a multi-agency setting.
• Experience of school systems and procedures.
• Experience of working in an educational environment.

Qualifications/professional memberships

Essential qualifications/professional memberships

• Educated to O Level/GCSE standard (or equivalent) including English and Mathematics. 

Desirable qualifications/professional memberships

• Level/GCSE (or equivalent) in English and Mathematics. 
• European Computer Driving Licence or equivalent.
• RSA Stage II or equivalent.
• Customer Care Qualification.

Other requirements

Other requirements of the job role

• Demonstrates a commitment to safeguard and promote the welfare of children and young people.
• Ability to carry out the physical requirements of the role (i.e. manual handling).
• Ability to travel efficiently around the Bay/South West/UK in order to carry out duties.
• Ability to accommodate unsociable hours.
• Ability to accommodate occasional home-working.