Business Support Assistant

Nations Recruitment; Wales; On-site; GBP 40,000 - 60,000; Full time

Job summary

A public administration organization in the United Kingdom is seeking an administrator to manage safeguarding referrals and maintain documentation efficiently. The ideal candidate should possess strong system and IT skills, with a proactive and detail-oriented approach. This role involves various administrative responsibilities, ensuring smooth operations within the office. A supportive team environment awaits you, along with a competitive salary of £13.69 per hour.

Qualifications

• Solid admin/customer relations experience required.
• Ability to handle complex work alongside basic tasks.
• Must be proactive with exceptional attention to detail.
• Strong system and IT skills essential.

Responsibilities

• Handle incoming safeguarding referral calls efficiently.
• Maintain proper documentation and file management.
• Support in training new starters on existing systems.
• Responsible for general administration tasks as required.

Skills

Attention to detail

Proactive approach

Strong IT skills

Team player

Customer relations experience

Job description

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

Responsibilities

• 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. Stationery)
• 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 monitoring the distribution of the cash expenditure within the service

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 i.e. shortcuts 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 Specification

• 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
• Generally we are looking for a helpful person who goes that extra mile in pursuit of getting tasks done efficiently and timely