Job responsibilities
EAST SUSSEX COUNTY COUNCIL JOB DESCRIPTION
Job
Title: Senior Business Administrator/Lead Business
Administrator
Department:
Grade:
Single Status 6 (SS7 if undertake line
management of Business Administrator or other staff)
Responsible
to:
Office Manager
Responsible
for:
Purpose
of the Role:
Administrative
support enables other members of the team to deliver their services efficiently
and effectively. Senior Business Administrators provide vital support to teams
to ensure customer/clients question and requests are responded to efficiently,
accurate records are maintained and other staff within the team receive the
support they need to do their own jobs well. Senior Business Administrators also
provide more specialised administrative support like minute taking complex
meetings, financial reconciliation or project support.
As a Senior Business Administrators you will learn
about the service the team provide and how it makes a difference to peoples
lives. You need to work as a team to anticipate and meet the needs of team
members who may be in the office, working remotely or in the community. You
will need to manage multiple tasks at once and deal with regular interruptions
and reprioritise your work to ensure the team is supported.
Key
Tasks:
One of points 1 3 must be included. Delete the points that do not apply. If none are
applicable use the Business Administrator role.
1. Undertake
minutes of complex meetings about vulnerable clients. Minute, produce and
distribute accurate records of meetings, including safeguarding, best interest
meetings and/or case conference and complex case meetings, in accordance with
statutory and local guidance.
2. Provide
local financial and business administration support to managers in close
liaison with Business Services Department (BSD). This will include:
investigating and analysing operational budget queries and making
recommendations as appropriate; supporting colleagues to identify the budgetary
aspects of operational decisions; overseeing local financial data systems to
ensure they are complete and accurate; providing prompt, accurate and
easy-to-use local financial information as required to managers and BSD
colleagues.
3. Provide
project support by maintaining the systems and processes used to support and
monitor the project, including but not limited to; ensuring project
documentation is produced and maintained, undertaking research, arrange and
attend events, report progress to project lead.
4. Undertake
and continuously improve administrative duties including responding to email
enquiries, providing telephone cover and message service, checking and
distributing post, setting and maintaining office processes, arranging meetings
and maintaining diaries.
5. Drafting
and writing emails or letters on behalf of others.
6. Collate
information and produce summary reports, including research and analysis as
appropriate.
7. Accurately
input data into databases and spreadsheets, including processing, retrieving
and cleansing data as necessary.
8. Develop
and maintain knowledge of the service and interconnected services and knowledge
of the roles and practices of the team in order to support administrative
processes.
9. Liaise
with internal and external colleagues and clients as appropriate, sharing
information as directed and ensuring Council procedures are properly followed.
10. Establish,
maintain and monitor all paper and electronic filing systems, including
establishment of new files and creation of documents such as spreadsheets.
11. Provide
support to individual managers as required, including diary management and travel planning.
12. Arranging
and supporting events and meetings. This will include sending out invites,
booking rooms/MS Teams call set up, collating and distributing agendas and
minutes.
13. Support
managers in maintaining property and facilities and their security. This will
include delegated responsibilities in relation to health and safety and fire checks and records and controller of
premises duties such as opening and closing buildings and reporting issues.
14. Undertake
reception duties in an office/establishment, or support reception staff to
respond to and admit visiting members of the public. This will include
assisting clients and members of staff at the reception point, ensuring they
follow signing in and out procedures, making decisions about allowing visitors
access to an establishment or department, calling security or a manager if
required.
15. Administer
transactional financial processes, including payment cards for ordering goods
and service, petty cash, purchase orders and processing invoices in line with
Council standards.
Optional
addendum (delete if not required, please note this does not impact the grade of
the role whether it is included or not)
16.
Undertake the role of loggist, recording
information, decisions, and actions at departmental business continuity and
major incident meetings, and produce and distribute accurate records of
meetings in advance of the next meeting.
Progression to Lead
Business Administrator, Single Status 7:
17. Line
manage and supervise Business Administrators to ensure they are able to respond
to local needs and ensure Council policies are met while maintaining staff well
being and enabling them to ensure their performance continuously improves. This
includes undertaking one to ones, annual appraisals and providing support with
identifying training and development needs.
Recognising that ESCC is a large organisation with
a number of over-arching priorities extending to all areas of our work, you
should be aware of these Council priorities and proactively seek appropriate
opportunities in your work/service area to contribute, in consultation with
your line manager: in particular, but not limited to:
Net zero emissions targets reduce your works
environmental impact.
Equality, Diversity and Inclusion contributing to
an inclusive and supportive working environment.
Making the best of our resources - ensuring
awareness of the impact of what you do to maximise the use of public monies.
PERSON SPECIFICATION
Essential
education and qualifications
1.
RQF
Level 2 English or able to pass an assessment at interview
Essential
key skills, abilities, knowledge, experience, values and behaviours
2. Ability
to effectively organise and prioritise own and team workload to meet deadlines
3. Ability
to undertake a diverse workload and manage conflicting priorities
4. Ability
to minute and produce accurate records of meetings
5. Accuracy
and attention to detail.
6. Ability
to exercise discretion in dealing with sensitive information to maintain strict
confidentiality where appropriate
7. Ability
to communicate effectively to a range of people, including the ability to
converse at ease with customer and provide advice in accurate spoken English
8. Ability
to deal with challenging and distressed clients on the telephone and face to
face
9. Ability
to work in a team and maintain team connectivity when working remotely
10. Ability
to work on own initiative
11. Ability
to undertake research and learn new information quickly in a self directed way
12. Confidence
interacting with new and emerging technologies.
13. Ability
to demonstrate resilience with the ability to cope and recover from setbacks or
deal with challenging situations
14. Knowledge
of using email and software such as the Microsoft Office Suite with a good
understanding of managing calendars and setting up MS Team calls
15. Knowledge
of Microsoft Excel, with a good understanding of maintaining spreadsheets and
databases, basic formulas in spreadsheetsProviding customer service
16. Awareness
of the services provided by ESCC
17. Commitment
to developing personal performance and supporting that of the service.
Document
version control:
Date created/amended: February 2025
Name of person created/amended document:
Job Evaluation Reference: 11480
Health & Safety Functions
This section is to
make you aware of any health & safety related functions you may be expected
to either perform or to which may be exposed in relation to the post you are
applying for. This information will help you if successful in your application
identify any health-related condition which may impact on your ability to
perform the job role, enabling us to support you in your employment by way of
reasonable adjustments or workplace support.
Function
Applicable
to role
Using display screen equipment
Yes
Working with children/vulnerable adults
No
Moving & handling operations
No
Occupational Driving
No
Lone Working
No
Working at height
No
Shift / night work
No
Working with hazardous substances
No
Using power tools
No
Exposure to noise and /or vibration
No
Food handling
No
Exposure to blood /body fluids
No
