Business Support Officer

5 Star Recruitment; Liverpool; On-site; GBP 24,000 - 30,000; Full time

Job summary

Neighbourhoods and Housing in Liverpool seeks a dedicated Business Support Officer to maintain records, handle information processing, and respond to residents’ queries with a flexible, customer-focused approach. The role includes minute-taking, coordinating committee reports, and supporting ICT systems across several platforms.

Appropriate training and strong IT skills are essential. The post involves supporting senior managers and acting as a PA during absences, with a commitment to data

Qualifications

• Completion of GCSEs/NVQ3 or equivalent with IT training.
• Experience with IT tools such as ECDL and Microsoft Office.
• Excellent verbal and written communication and interpersonal skills.

Responsibilities

• Maintain up-to-date records on relevant systems.
• Process information, chase progress, and record outcomes.
• Communicate with customers and residents by phone and in person to resolve queries.
• Provide flexible services including visitors, scanning, filing, and other admin tasks.
• Coordinate committee reports, draft agendas, and distribute minutes and actions.
• Provide day-to-day ICT systems administrative support (M3, Flare, Civica, LALPAC, etc.) and ensure system integrity.

Skills

Minutes taking

Customer service

Data reporting

Microsoft Office

Communication

Education

GCSEs/NVQ3

Tools

M3

Legend

JCAD

CONFIRM

Publisher

Job description

• To provide a flexible, efficient Business Support function across Neighbourhoods and Housing including the development and maintenance of all budgetary andmanagement information systems designed to support the effective operation ofNeighbourhoods and Housing
• To deliver specific subject matter expertise in the administration of DemocraticServices processes.

Directly Responsible For:

Not applicable
Directly Responsible To

Business Support Team Leader

Main Areas of Responsibility:

• To maintain appropriate, up to date and accurate records on relevant systems
• To perform duties related to the processing of information, progress chasingof documentation and recording
• To communicate with customers and residents via the telephone and face to face to resolve queries, complaints and requests for information
• To provide a flexible service including dealing with visitors to site, scanning,photocopying, filing, post and other resource tasks as designated.
• To maintain adequate stocks of stationary and keep storage/filing areas tidy
• Coordinate committee reports and provide appropriate guidance to seniormanagers.
• To collate and distribute item reports within agreed timescales and assist withthe Quality Assurance of item reports as appropriate.
• To arrange, attend and minute/record meetings and forums acrossNeighbourhoods and Housing
• To ensure that minutes and decisions are distributed to authorised recipientswithin agreed timescales and in accordance with appropriate data protectionguidelines
• To offer guidance on procedural issues and timescales and progressactions/panel decisions as required.
• To ensure recommendations are shared and recorded on appropriate ICTsystems within agreed timescales.
• To provide day to day systems administrative support for service critical ICT
  systems including M3, Flare, Civica, LALPAC, Child View, Leisure MISLegend (list not exhaustive). Duties to include new user requests, training of
  new and existing users, ensuring system integrity, generating statutoryreturns.
• Maintain confidentiality and adhere to information governance requirements
  when dealing with information.
• Co-ordinate the introduction of any new technology, systems, methods orprocedures ensuring that they are efficiently incorporated in to workingpractices.
• To provide support to officers on the delivery of Neighbourhoods and Housing
  systems.
• To act as the Directors PA and also provide cover for the Corporate DirectorsPA as necessary during periods of absence.
• Use initiative in relation to managing your own workload and judgement toresolve and deal with problematic situations.
• To work within a performance management framework and to aspire towardsthe objective and targets set out in individual performance plans.
• To carry out any other tasks reasonably required of the post holder.

Budget and Financial Responsibility:

• Being fully accountable for managing the councils resources well andcomplying with statutory requirements. This includes managing time, avoidingunnecessary waste, reuse and recycle resources to reduce personal impact.
• To provide regular budgetary statistical and other information to Managersand assist teams and managers in the provision of financial protocols forservices.
• To assist with bank accounts and related financial systems
• To input on all appropriate financial payments systems and take responsibilityfor processing pay runs and reports as required.
• To liaise with Exchequer Management, team leaders and officers as requiredto ensure all protocols, audit requirements, standing orders and systems are
  adhered to.

Person Specification

Qualification

Completion of some formal training, preferably five GCSEs/ NVQ Level 3 or
equivalent, together with training, qualifications, or suitable experience in
Information Technology such as ECDL, Microsoft office etc

Experience

• Experience of taking accurate minutes (A,I)
• Significant experience of dealing with customers and residents over the phoneand face to face (A,I)
• Experience of producing data and financial reports for analysis (A,I)
• Experience of producing work of a high standard and working to tightdeadlines (A,I)
• Extensive experience of working with Microsoft IT systems (Word, Excel,outlook etc) in addition to one or more of the following: I-casework, legend,M3, JCAD, CONFIRM, Publisher, Talent link, Online portals etc (A,I)
• Experience of working with financial systems
• Experience of arranging a variety of meetings, preparing agendas, arranging
  venues, circulation of pre agenda items & distribution of minutes & outcomes
  from meetings

Skills/Abilities

• Excellent verbal and written communication and interpersonal skills (A,I)
• Good organisational skills, and ability to use own initiative and prioritise ownworkload (A,I)
• The ability to communicate and liaise efficiently at all levels within the council(A,I)
• The ability to deal with potential conflict but deliver positive outcomes
• The ability to produce quality work within highly pressurised and timerestricted