£11.86 - £12.45 per hour
4 months ago
Our client is seeking a Business Support Officer on an initial 3 month contract with the possibility of an extension.
35 Hours per week
Monday - Friday
To provide effective, high quality, administrative and business support to service teams in Children's Social Care & Youth Inclusion, as directed by senior management within each service area.
Duties and Responsibilities:
- Support Social Work staff with relevant administrative tasks required to support the setting up, on-going maintenance, transfer and closure of client cases including completing forms, reports, letters and memoranda for child protection, fostering, adoption and residence order arrangements; children looked after; children subject to statutory orders; medicals and reviews; residential and foster care placements; holiday and sickness records; inventories and setting up new electronic files.
- Creation and maintenance of accurate computer records of client information for children and their families. These include: Client movements, change of status, allocation; termination of resources; accommodation arrangements; orders made under the Children Act 1989 and 2002; caseload statistics and electronic file management. This process will involve interrogating, updating and inputting information to various electronic systems.
- Responsible for ensuring accurate inputting and checking of data entries on the Management Information System to ensure data quality at all times.
- Responsible for producing regular reports from the database systems ensuring that all missing data is captured, performance timescales are being met and systems updated to reflect accurate records and provide management team with progress reports.
- Respond to child protection and safeguarding calls and emails from members of the public, family members, vulnerable young people or children and other agencies ensuring pertinent information is recorded and passed on to management in timely manner and high priority child protection and safeguarding concerns are prioritised and immediately escalated to the appropriate manager.
- Manage and co-ordinate Team Manager and Assistant Team Manager diaries and appointments so as to utilise time to best advantage.
- Manage the process for checking Resource Panel Forms and set up service agreements, ensuring necessary financial procedures are followed to allow prompt payment to the provider in line with payment terms and council policy.
- Liaise with other council departments responsible for children's social care finance, contracts and payments and external suppliers to ensure smooth administration of the payments system.
- Provide general business support including preparation of documents for internal and external meetings, minute taking, dealing with enquiries from other departments and external agencies
- Support on-going service development projects and performance improvement initiatives as required
- Using various computer software packages set up and maintain accurate records for paying and monitoring invoices.
- Responsible for scanning and indexing records accurately to the Children's Electronic Records Management Systems.
- Provide administrative support as necessary for the smooth administration of team duties. This will include: checking electronic records for social workers and enquiries from external agencies, maintaining a duty diary for appointments regarding unallocated and allocated cases in the absence of the allocated worker.
- Arrange the approval and payment of Section 17 and Section 24 payments for clients in reception, in the absence of the duty social worker, to ensure vulnerable clients receive agreed financial support in timely manner.
- Carry out the administrative work in connection with Asylum Seekers. Tasks including: checking port of entry forms and maintaining detailed records.
- Input invoices on to Practise and other corporate systems as required.
- Liaise with other services, departments, agencies, members of the public, GPs and other professionals, either in person or by telephone, passing on or gathering sensitive information, where required.
- Attend department, divisional and team meetings as required and process decisions as necessary.
- Collect, prepare and provide regular statistical information as required by team managers.
- Offer training, advice and guidance on new and current administrative procedures and systems to professional staff and other team members.
- Maintain a stock control of all office stationery and re-order stocks using an on-line system. Ensuring that all orders are authorised by the relevant manager.
- Act as nominated person, where required, in the role of Fire Warden, acting in accordance with the relevant local and corporate guidelines and procedures.
- Ensure that Corporate and Departmental Health and Safety policies are implemented at all times and to raise any concerns regarding there operation, or any Health and Safety matters with the appropriate line manager.
- Undertake all duties and interactions with employees, partner providers and customers fairly, without unlawful discrimination and with due regard to the Council's Diversity and Equality in Employment and Service Delivery policies.
- Ensure that the Council's aims in relation to customer service are achieved.
- Undertake other duties as required by, or on behalf of, the managers of Children, Schools and Families Department providing they are within the scope indicated by the above paragraphs and are commensurate with the grade of the post.
Skills and Experience:
- Good communication skills - written and personal
- Experience of working as part of a team, and understanding individual roles and responsibilities.
- Advanced ICT skills and effective use of specialist ICT packages.
- Accurate keyboard skills and eye to details to enable data quality.
- Experience of performing a wide range of administrative tasks and follow written policies and procedures.
- Experience of prioritising tasks for self and team organising a teams routine.
- Able to comply with the Council's Equal Opportunities Policy and Customer Care Procedures.
Skills and Abilities
- Ability to understand legislation and follow written procedures and policies.
- Ability to deal sympathetically with clients who are angry/frustrated.
- Ability to deal with sensitive, confidential and sometimes distressing information.
- Excellent numeracy/literacy skills.
- Ability to take accurate, concise telephone messages.
- Ability to take notes at meetings.
- Ability to plan, develop and maintain office systems.
- Ability to collate and present information including statistic and other data as required.
- Ability to meet deadlines for completion of work.
- Ability to prioritise work and use initiative.
- Ability to be flexible, methodical and willing to learn.
Disclaimer: By applying for this role, you give consent for your information to be forwarded to our Client(s) and information of which may be retained within our databases