Business Support Assistant

Job Category: – Admin & Clerical

Job location: County Hall, Usk, Monmouthshire, NP151GA, United Kingdom
 Monmouthshire County Council
Hours per week: 37
Start date: Immediate start

Salary: £13.69 per hour

Your responsibilities are to:-

Administration

• Dealing quickly and accurately with safeguarding referrals and putting them on the system
• Responsible for timely and professional managing of incoming and outgoing correspondence from the social work teams (e.g. letters, emails, mail merges and verbal communications)
• Responsible for storing information correctly e.g file management of paper and electronic notes and records 
• Gather information and copy to respond to Data Protection Subject Access requests (DSARs)
• Responsible for administrative tasks e.g. photocopying, scanning, printing, room bookings, transport and hotel bookings etc.
• Data base validation, reporting and updating databases as we move from one system to another
• Booking meetings, diary management and sending meeting invites and corresponding minutes
• Responsible for maintaining supplies and stock control (e.g. Stationary)
• Conduct timely �file audits� to ensure that Children�s files have appropriate documentation prior to transfer to the next team
• Adhoc administrative tasks to meet service requirements as requested

Finance

• Petty cash and recording transactions in line with the process.
• Recording and monitoting the distribution of the cash expenditure within the serivce.

Developing and Maintaining Relationships:  Communication

First Point of Contact and Response

• To provide a professional service handling incoming calls regarding safeguarding referrals, taking and passing on messages and accurately recording contacts.
• Raising any serious issues with relevant Senior Managers. 
• Ensure a good presence in the office and around Children�s Teams to provide regular face to face support.
• Regularly attend the Digital Champion�s meeting and cascading information to the team.
• Responsible for building relationships of trust through open and interactive communication 
• To validate and complete/ record information using the right methods/tools (e.g. face to face, leaflets, noticeboards, HUB, Children�s Services HUB)
• Troubleshooting and working with colleagues to investigate solutions to presenting issues 
• Support colleagues to gather customer feedback and develop services which incorporate these 

Customer Relations

PLANT � internal database

• Responsible for creating and maintaining all Children�s records including: s and Reviews to ensure that they meet the statutory guidelines.
• Support and help train colleagues and Social Work teams to use the system and any future system
• Responsible for systems administration e.g. adding a new user, removing duplicates, troubleshooting.
• Responsible for creating new cases and closing cases down This will include use of the , maintenance of all electronic file systems and any other relevant systems linked to your Social Work teams. 
• Maintain PLANT notifications to record child and family changes (e.g. GP Records)

Human Resources

• Support managers with general administration and recruitment if needed 
• Assistance with the recruitment process, 
• Helping new starter laptop set ups ie short cuts and email salutations

Staff Development and Support

• To assist with training, supporting and sharing knowledge with new starters and existing colleagues. ( PLANT, systems and all other processes) 

PERSON SPEC

• Solid admin/customer relations experience
•  able to handle complex work as well as the basic and evidence must be visible on the cv please.  
• Must be proactive with a good attention to detail.
• Can do attitude and definitely a team player.  
• Strong system and IT skills are essential.
• Generallly we are looking for a helpful person who goes that extra mile in pursuit of getting tasks done efficiently and timely.