Business Support Assistant needed in Taunton, £11.79ph PAYE - Reference: RQ1294426
Demonstrate initiative, organising and prioritising skills in providing a general administrative
support to the team/centre/group as required including:
- opening, sorting, recording, distribution of post, operating franking
machine where required.
- photocopying, arranging duplicates/printing/scanning and sending faxes.
- co-ordinating diaries and availabilities to arrange meetings, organise venues, maintain
booking systems, arrange car parking, etc.
2. Provide a word processing service and within established procedures/guidelines, use
initiative to compile, store, revise and print text, tables, spreadsheets, official documents and
reports. This may include working under direction with specialist documents according to
specialised protocols. Ensure the confidentiality of sensitive/legal matters during text
preparations and storage.
3. Select options and standard paragraphs in the preparation and issue of routine
correspondence e.g. performance licenses.
4. Maintain a basic understanding of service activities in order to minute/note take at meetings,
recognising where appropriate the confidentiality of matters discussed. Prepare material for
presentation/circulation as directed.
5. Work with accuracy to update and maintain computerised record systems to input, extract
and amend data and information. Use knowledge and experience of the process / system to
identify potential errors and within established criteria, make corrections or escalate for
resolution. Maintain confidentiality as required.
6. Act as a first point of contact and use acquired knowledge and initiative to provide information
for clients, suppliers, the public and staff. Provide a reception service for visitors as required
and ensure that enquiries are dealt with promptly and efficiently. Within established criteria
provide responses and deal with issues as raised. Otherwise make an accurate record and
refer to senior officers for resolution.
7. Use approved systems to prepare and process orders for stationery/goods/services. Receive
and check delivery notes, invoices and accounts. Where required input data to approved
budget monitoring system. Process invoices for payment after certification by a senior officer.
Raises invoices as directed.
8. Where required use approved systems to process cash and cheques received and to
accurately maintain/administer records for petty cash or other local financial processes.
9. Support practitioners, senior officers and managers by undertaking routine housekeeping of
IT systems and other sundry manual equipment in accordance with laid down procedures.
Undertakes a range of routine health and safety and premises matters as required including
asset monitoring and recording/reporting equipment faults. Uses initiative to chase repairs,
etc.
10.Use acquired knowledge and initiative to respond to day to day requests for routine
business/administrative support made by service practitioners/senior officers.
11.Understand, uphold and promote the aims of the client's equality, diversity and inclusion
policies; health, safety and wellbeing of self and others; and Organisational values in
everything you do. Equality and Diversity practice covers both interaction with staff, service
users and communities and includes challenging discrimination and promoting equality of
opportunity for all.
Contacts & Relationships
- In many cases the assignment holder will be the first point of contact of service as well as
administrative matters.
- This will involve regular front line telephone or personal contact with service users and
members of the public who on occasions might be distressed or challenging requiring the
postholder to use tact and discretion and to decide on the best course of action to take and
the confidentiality involved.
- There is regular interaction with community groups, elected members and external agencies
to pass and receive information or deal with routine queries.
- Regular contacts occur with Business Support and service colleagues to pass and receive
information, to receive work instruction and to resolve front line problems.
Resources
Where the office/team has a responsibility for collecting/receiving cheques/cash, where
authorised the assignment holder will ensure the accurate receipt, processing and safe handling
of the cash/cheques.
The assignment may also include the day to day administration of petty cash or other local
financial activities or processes.
Where appropriate take responsibility for the monitoring and safe keeping of office and other
equipment
This is a full time role on a temporary contract basis.
If you are interested in the role please apply on our website with your CV, alternatively you can email your CV to quoting the reference number.
Essential Employment is acting as an Employment Business in relation to this vacancy. Essential Employment is an Equal Opportunities Employer.
All our roles may be subject to pre-employment checks including references so please be prepared.
Due to high volumes of CVs received we are not able to respond to all unsuccessful applications. You will always however hear from us by phone if we are able to take your CV forward to the next stage.
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