Business Support Officer (Gr D/E)

ROYAL BOROUGH OF KINGSTON UPON THAMES

ROLE PROFILE

Department: Business Support Job Title: Business Support Officer Grade: C/F (provisional) Supporting ASC operations

RELATIONSHIPS

1

RESPONSIBLE TO: Operations Manager, Business Support

MANAGEMENT RESPONSIBILITY FOR: None

3

IMPORTANT INTERNAL RELATIONSHIPS Colleagues within Business Support, including current Interim Team Leader

Colleagues from teams across RBK services and other One Council functions including the Contact Centre

4 IMPORTANT EXTERNAL RELATIONSHIPS Contractors and partner organisations Governmental/regulatory bodies Kingston residents and other council customers

MAIN PURPOSE OF JOB

The Royal Borough of Kingston's vision is that it has a national reputation as one of the very best places to live and work.  The post holder will contribute to the delivery of that vision by providing a co-ordinated, consistent and high quality Business Support service for the effective delivery of Council Services.

MAIN RESPONSIBILITIES/DUTIES OF JOB

General Duties

Supporting officers Works with officers within relevant service teams, ensuring they are provided with all necessary support and information to deliver the service effectively Triaging multiple inboxes: understanding context and content of incoming queries and uploading contacts on system, or actioning as appropriate.

Post & document management Facilitates the electronic delivery of post within RBK, including scanning, indexing, routing and electronic storage and retrieval of documents Collates and circulates information as necessary, including papers for Committees and other meetings

ICT Inputs, updates, extracts and analyses data relevant to business support activities using relevant ICT systems Prepares, edits, formats and prints documents using MS Office and Google applications

Finance Undertakes a range of relevant service-related financial administration responsibilities in accordance with the council's financial procedures and systems

Communications/Customer Service Communicates clearly with colleagues and customers, ensuring that internal and external customers are able to participate in consultation and two-way communications by communicating with the right people in a timely and appropriate way. Encourages and actively engages in positive cross-organisational communications and team working. Provides advice and information on all aspects of business support, directing contacts to the most appropriate area, if applicable

Additional Duties (in accordance with career progression scheme)

Requisitions Processes requisitions, using Agresso, in response to purchasing requests from service areas, in accordance with the Council's standardised procure to pay process.

Service Development Contributes to the development of new systems or business processes Documents existing and new processes in a consistent format to enable cross-skilling and keeps these updated

Bespoke Duties Post holders will provide a comprehensive business support service to one of the following service areas, whilst having the flexibility to support other council activities according to priorities and workload.

Adult Social Care

Provides a comprehensive business support service to a range of teams and functions with Adult's Social Care including Short, Medium and Long-term teams, Adult Safeguarding, Occupational Therapy and Central Team

Checks all relevant financial assessment information is gathered correctly and ensures that all customers are charged accurately

Provides effective hand-off or escalation, where required, to the relevant teams through the appropriate use of technology

Flexibility to work across the following areas if priorities require: Housing Planning and Transportation Environment Revenues & Benefits

General  other responsibilities Develops, updates and acts on own personal development plan, and is ready to share learning with others Provides support and shares knowledge with colleagues in Business Support and provides cover as required Works in accordance with the Equal Opportunities and Health & Safety, relevant policies and legislation Any other duties commensurate with the grade of the post, as may be required from time to time.

ROYAL BOROUGH OF KINGSTON UPON THAMES

• an equal opportunities employer

PERSON SPECIFICATION

Job Title:   Business Support Officer This person specification reflects the entry requirements for this post and should be read in conjunction with the career progression scheme which shows further criteria required at each grading level Ability to: Partnering for Excellence Builds strong working relationships with people outside of the team

Putting the Customer First Seeks to understand the needs and expectations of internal and external customers

Being the Best Demonstrate a positive attitude and approach to work Is flexible and adaptable to changing goals, priorities and circumstances Manages time and prioritises work to maximise productivity and effectiveness

Effective Communications Present a positive and professional image when communicating

Working together Contributes to a positive team spirit and healthy working environment Appreciates the demands on team colleagues and willingly provides them with support Demonstrates integrity, fairness and a high level of respect for others

Using Technology Uses proficient IT skills including Google G-Suite and Microsoft Office applications Willingly learns new systems and applies them effectively