Business Support Officer (SC4)

Please Add JD Main Purpose of the Job:

To support the delivery of the Holiday Activity and Food Programme (HAF), ensuring partners, providers and community groups are commissioned to deliver the HAF programme.

To attend site visits and apply quality assurance measures. To ensure Safeguarding, and Health and Safety measures are implemented.

To review and complete monitoring and evaluation of the programme, providing suggestions and changes in order to improve the impact and outcomes.

To support community groups, providers, schools and other organisations to deliver a safe and efficient holiday programme.

To engage with schools, youth providers, community groups and other community organisations to increase participation for young people during the school holidays.

To review the HAF programme and support management, to make improvements.

To support the accuracy, maintenance, and development of data and information systems in response to changing needs and to ensure effective implementation and review.

To attend meetings and represent the London Borough of Lewisham, to work with other Local Authorities and ensure HAF is delivered to a high standard.

Identify effective ways to improve the food element and deliveries.

Summary of Responsibilities and Personal Duties:

The knowledge required to undertake these tasks will reflect the specific legislative, policy and operational requirements of Children’s Services and the individual services the post holder is designated to support.

Project Support Officer

Maintain accurate records and databases using key systems such as Excel, SharePoint and Oracle.

Deliver support meetings to providers and community organisations. In particular supporting smaller organisations that may not have the infrastructure.

Support the organisation and delivery of events and training courses (including booking venues and catering or delivering small HAF sessions).

Undertake Quality Assurance visits of HAF providers ensuring Safeguarding and Health and Safety standards are met. Liaise with providers, reporting issues and outcomes.

Take accurate notes at meetings or other events, ensuring confidentiality is maintained at all times.

Manage basic internal queries and information requests, respond accordingly ensuring responses are delivered in a timely and sensitive manner.

To support report writing and programme evaluation, using case studies and monitoring information.

Raise Purchase Orders (PO’s) and process invoices.  Use IT systems to ensure a robust finance table is produced and maintained.

Support evaluate and identify ways to reduce costs, whilst ensuring quality and outcomes are achieved.

Undertake data collection from a variety of sources to support the provision of management information.

Be aware of and comply with policies and procedures relating to safeguarding, child protection, health, safety and security, confidentiality and data protection (reporting all concerns to an appropriate person).

Issue stationery, supplies and other equipment (including service-specific items) when requested, following standard approval processes.

Receive deliveries and check goods received against purchase order forms.

Service Specific Support

Manage routine enquiries from customers via telephone, face-to-face, web or email in a sensitive, courteous and professional manner, either resolving the issue or referring it to a more senior colleague.

Provide basic information on individual services, processes or legislation/procedures and signpost to other sources of information (including relevant officer or service).

Receive, log and process applications, referrals or contacts, ensuring that the correct information is obtained and recorded in relevant systems.

Evaluate applications and support the process of new and existing suppliers.

Manage food deliveries and identify ways to reduce food cost ensuring food standards are adhered to.

Provide support to supplier’s in particular smaller organisations that may require additional support.

Obtain necessary customer documents and verify as required for relevant procedures.

Prepare cases, files and related documents for approval and review

Extract basic information from systems or databases and provide reports to managers as part of service, departmental, organisational or national reporting requirements.

Undertake basic information searches when required (using the internet, intranet or other sources).

Provide basic project support as requested.

Support with marketing and publishing the HAF Programme.

Other Duties

Ensure that highly sensitive information is dealt with appropriately and the service is delivered in accordance with the principles of the Data Protection Act 1998 and General Data Protection Regulations 2018.

Work flexibly within teams and support the wider service.

Internal Contacts: Officers and managers from all services supported by Children’s Social Care Business Support Hub, plus Information Management & Technology Service, Transformation and Development, Human Resources etc.

External Contacts:  A range of suppliers for core council contracts, IT systems, public, health agencies, police, voluntary sector etc.

Carry out the duties of the post with due regard to the Council’s Equal Opportunities Policy and core values.

All employees are required to participate in the Performance Evaluation Scheme (PES) and to undertake appropriate training and development identified to enhance their work.

All employees are required to comply with the Council's Health & Safety policies and procedures at all times, taking due care for themselves, colleagues and members of the public.

Assist in carrying out the Council's Environmental Policy within the day to day activities of the post.

Undertake other duties, commensurate with the grade, as may reasonably be required.

Consideration will be given to restructuring the duties of this post for a disabled post holder.