Temporary Business Support Officer (Admin & Clerical)

What’s involved with this role:
Temporary Business Support Officer (Admin & Clerical) Reference no:Tower Hamlets RQ848534 Pay Rate:£16.18 per hour PAYE Role Length: This opening assignment is for 4-6 months A Business Support Assistant is needed to support the Youth Justice service business support team and provide responsive, professional, and timely administrative support and advice to services as directed. Key responsibilities:

• Provide a comprehensive range of high-quality administrative and advisory support to services including arranging meetings, filing, word- processing, data entry, document checking and processing for verification purposes, dealing with routine correspondence and telephone contact, booking venues, making travel arrangements, minute-taking and other general administrative duties in accordance with prescribed timescales.
• Act as the first point of contact for a wide range of general enquiries by telephone and in person, assessing and prioritising level of response required and supporting the Business Support Team Leader in the monitoring and progressing of correspondence, enquiries, and other queries to ensure all targets are met.
• Deal with clients and service users, stakeholders and staff in a professional manner, signposting queries and questions to the right teams and individuals where role holder is unable to resolve the query directly.
• Utilise information technology to facilitate the effective execution of duties and responsibilities and assist in training others to ensure effective use of IT systems across the service.
• Maintain and update databases and case management systems to ensure that records are up to date and accurate, inputting data, extracting information, and producing and distributing reports on a regular or ad hoc basis.
• Develop, maintain, and review all filing systems (including the management of archived files) to ensure that they adequately meet the changing needs of the organisation and comply with statutory requirements.
• Ensure full compliance with GDPR policy and process ensuring systems and procedures are followed for the correct recording, updating, reviewing, and deleting of personal data in all data processing carried out by the role holder.
• Promptly record, distribute and/or scan inward correspondence; promptly despatch and record outward correspondence. Maintain mailing lists to support the effective working of the team.
• Organise and administer meetings as specified within the service catalogue – forward planning, checking availability, booking venues, issuing invitations, collating, and distributing papers, taking notes, distributing minutes and monitoring follow up actions as necessary.
• Undertake a broad range of finance tasks as appropriate e.g., raise orders, process invoices, monitor payments and track budgets using corporate finance systems (e.g., Agresso) to ensure prompt and accurate payment.
• Requisition goods and services required for the operation of the team, monitoring expenditure against the team budget and supervising/initiating payments against the office budget, ensuring compliance with all Financial Regulations in relation to transactional tasks carried out.

“Role Requirements” – to give yourself the maximum chance of success please try and ensure your CV addresses the following essential criteria: Experience:

• Previous experience in an administrative/business support role.
• Experience of using, analysing, and interpreting/ retrieving data on a range of, workflow and document management systems.
• Experience of prioritising and dealing with conflicting priorities.
• Demonstrable experience of organising/supporting meetings and events.
• Experience of providing reception support in a busy front-line role and managing client expectation.

Knowledge:

• Knowledge of financial processes including card payment, accounts payable and receivable, procurement systems and procedures.
• An understanding of Local Authorities’ responsibilities in relation to the security and confidentiality of sensitive information.
• A strong administrative background and detailed knowledge of setting up and operating office procedures.
• Knowledge of fraud awareness and risk management.

Skills/Technical skills:

• Ability to deal with clients and service users, stakeholders and staff in a professional manner, signposting queries, and questions.
• High standard of literacy and numeracy with excellent communication skills.
• Able to work as part of a team, providing a welcoming environment.
• Able to deal with clients in a consistent professional and customer friendly manner.
• Proficient in the use of generic and specific IT databases and Microsoft office applications.

NB: Please feel free to apply to us direct via jobs@tclrec.com by quoting the job reference and job title exactly. SEE DETAILS AT THE BOTTOM OF THIS AD. If you have previously applied to one of our vacancies and have already sent the required supporting documentation to us, please make this clear when you re-apply as this will help speed up your application. To help speed up the process of uploading your CV to the client we would suggest that you send us your CV in Word format (or equivalent) if possible, rather than as a PDF. If you are successful in securing this role, please note that for the entire duration of this contract, regardless of extension you will be working this role at the PAYE rate that has been advertised. For absolute clarity, we only work on a PAYE basis, rather than entertaining umbrella pay terms, we do not offer Ltd/umbrella or outside IR35 rates. If you wish to understand PAYE vs Umbrella more, please let us know and we can send you some additional information for clarity.
Please quote the Job Title & Vacancy Reference No. in your application, or we will be unable to match your CV to the role being applied for.

Other “Essential Requirements” – Please check to ensure that your CV addresses the following items: Other preferable/desirable details to include on your CV, if applicable: AE If you would prefer to send a CV straight to us rather than by way of an on-line application, you are very welcome to do so via jobs@tclrec.com but please quote both the job reference and job title exactly as they appear below:

Job Ref: Tower Hamlets RQ848534

Anticipated Length of Assignment: Unless otherwise stated (we do carry the occasional permanent vacancy) all of our roles are technically temporary, though opening assignments can be and often are, extended by clients on a longer term basis and can sometimes become permanent. Please do try to resist contacting us with requests for progress updates. We really do read every CV sent to us. All applications will be acknowledged by a human, not a robot, provided the job remains live and provided your CV meets the “Essential Requirements” listed. Please note that we do our level best to take down ads as soon as roles have been filled. We are not in the business of harvesting CVs. Important: We will interpret your application as being permission to submit your CV to this role (with the right to represent you) unless you advise us to the contrary.