Business Support Officer

To provide administrative support to:

• Public Health
• A designated Public Health Programme Team
• the Public Health team as a whole

The role requires understanding of the wider Health and Social care economy, with the ability to work as part of a team and manage changing priorities.

• Reporting to the relevant senior member of public health team and works closely with the Business Support Lead and the other Senior Business Support Officers in maintaining a business support and administration function to a high standard for the Department. Where necessary, working together to develop appropriate office procedures to standardise operations within the team.
• Provide dedicated support to a Public Health Programme Team and ensure an adequate business and administration function is available to the whole Team.
• To act as a key contact within the department for the Senior Team. This requires communication and liaison with other council departments, external organisations and, occasionally, the public.
• Diary Management for the Programme Team including the other members of Public Health, as required. This will require communication with personnel at all levels within the Council, local health economy and external agencies, to ensure meetings are scheduled appropriately.
• Supporting and assisting key committees and meetings as relevant to the Programme.
• To process incoming mail/email and deal with routine correspondence by replying or redirecting as appropriate in a timely manner.
• To support contract monitoring procedures, minute taking, updating action logs, disseminating relevant papers, planning the schedule, following up actions on behalf of the team, collate input from other colleagues, manage drafts and arrange printing.
• To develop, maintain and update filing systems using Sharepoint to follow up and bring forward systems, to ensure the efficient running of the office and easy access to files for staff.
• Responsible for deploying the departmental resource to maintain cover during publicised hours and to oversee telephone enquiries that include subjects of a confidential and sensitive nature are serviced appropriately and in compliance with standards expected of the respective Public Health programmes.
• To prioritise own workload with the ability to plan ahead and highlight to the senior staff any issues which should be brought to their attention.
• Financial duties:
• Responsibility for the office stationery and equipment budget;
• Follow procurement procedures to ensure orders and invoices are processed in accordance with Council systems
• Provide support for management of the IPROC system, liaising with the appropriate budget holders as required
• Collating expenses
• Support the organisation of workshops, conferences and away days involving, venue planning and liaison with speakers and participants to ensure the smooth running of events.
• Any other duties as designated by senior staff and commensurate with the post.