INFORMAL ENQUIRIES TO: Charles Crowe 0114 2734440

Sheffield City Council

JOB DESCRIPTION

NBH & CC Directorate

DIVISION/SECTION Performance & Resources

Financial Assessments, Payments and Recovery.
POST/TITLE BUSINESS SUPPORT OFFICER
GRADE SG1/2
RESPONSIBLE TO FAPR Managers
RESPONSIBLE FOR N/A
HOLIDAY AND
SICKNESS RELIEF Other Business Support Officers
PURPOSE OF THE JOB To provide efficient and effective financial, clerical and customer services support to internal and external customers of Sheffield NBH & CC Directorate

Working for Sheffield

KEY ROLES

Business processes

Information Systems

  • Maintain and assist with the development of information systems and related procedures.
  • Input, maintain, locate and retrieve data using computerised and manual systems.
  • Request and provide information for specific purposes using email where appropriate.
  • Receive, sort, distribute and dispatch mail.
  • Produce quality documents from standard formats using a range of IT applications.

Support to Meetings and Events

  • Arrange meetings and events.
  • General diary management
  • Take notes of meetings (where formal minutes are not required), recording attendees, key items and outcomes.
  • Produce, check and distribute information within timescales agreed at the meeting.

Purchase Goods and Services.

  • Order, store and distribute goods and services following established procedures.
  • Process claims for payment following established procedures.
  • Process orders/invoices through to payment using established IT systems.
  • As a cover arrangement issue, receive and keep records of petty cash transactions to ensure continuity of service.
  • Maintain financial recording systems and produce information as required.
  • Book and arrange facilities for meetings and travel.
Customer Service and Communications

Telephone Enquiries, Messages, Mail and Personal Callers

  • Give customers a positive impression of yourself and Sheffield City Council.
  • Provide an effective and efficient service to telephone enquirers and personal callers.
  • Manage manual and electronic messages and mail according to corporate guidelines and service needs
  • Understand and respond to the needs of customers from diverse backgrounds
Service Delivery

Contribute To the Effectiveness of the Service Area

  • Contribute to planning and organising your own workload.
  • Organise information systems in support of own work and team activities.
  • Contribute to teamwork to ensure service delivery priorities are met.
  • Identify and agree own training and development needs with manager in line with Service Targets

Create and Maintain Effective Working Relationships

  • Create, maintain and enhance constructive working relationships with team members, other members of staff, outside organisations, elected members and members of the public.
  • Undertake any other duties and responsibilities, which do not change the character and purpose of the post.
  • All duties and responsibilities should be carried out in accordance with agreed Council Policy and procedures, in particular the Council’s Equal Opportunities and Health and Safety Policies.
Date: June 2005Person Specification – Business Support Officer

Minimum Essential Requirements

Skills and Knowledge / Method of assessment
Ability to work on own initiative or as part of a team / AF/I

Ability to create, maintain and enhance productive working

relationships with customers, colleagues, line manager and
a variety of people at all levels, internal and external to Social
Services / AF/I
Ability to work flexibly to meet the needs across the service / AF/I
Ability to work under pressure and to meet deadlines / AF/I
Able to balance and prioritise service with conflicting needs / AF/I
Ability to listen, gather information and communicate clearly
both verbally and in writing with a range of people / AF/I
Ability to communicate face to face and over the telephone in a professional, confident and courteous manner / AF/I
Ability to communicate and liaise with representatives of different agencies/departments/disciplines / AF/I
Ability to understand and respond to the needs of customers from diverse backgrounds. / AF/I
Demonstrate a calm manner and an ability to handle difficult situations / AF/I
Ability to process financial information / AF/I
Understanding of the need for accurate information systems / AF/I
Organisational skills / AF/I
Ability to take notes of meetings and to produce accurate records / AF/I
Ability to input information and retrieve data using word processing and spreadsheet packages / AF/T

Ability to assist with the development of processes/systems

/ AF/I
Ability to manage and process information from a variety of sources / AF/I

Ability to sort information alphabetically and numerically

/ AF/T
Ability to receive and process sensitive information / AF/I

Understanding of the reasons for and ability to maintain the

highest standards of confidentiality. / AF/I
Ability to maintain and promote equal opportunities policies and apply the principles of equal opportunities / AF/I
EXPERIENCE/QUALIFICATIONS/TRAINING
Competent, confident use of IT packages / AF/T

Educated to GCSE standard or equivalent or able to demonstrate the competencies required to carry out this role

/ AF/I

WORK RELATED CIRCUMSTANCES

Required to be flexible in order to take part in office cover arrangements 8.30 - 5.30pm / I
Willing to undertake training / I

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