Temporary Business Support Officer /Administration Assistant – Children’s Social Care

Job Ref: Portsmouth 5208012

Office based

Basic DBS required for this role

To provide high quality administrative Business Support within Fostering Team. The Fostering Team recruit new foster carers and provide ongoing support to existing foster carers. The role plays a vital part in the Business Support Administrative functions to ensure the smooth-running of business processes. Most of the work involves both written and oral communication to provide high quality customer care and towards the production of accurate and professional records, as well as the ability to multi-task and work well under pressure.

Key responsibilities:

• Minute taking at meetings/workshops/partnership meetings/Mockingbird meetings, Panel meetings often of a sensitive and/or confidential nature.
• Support the Service Manager with preparation for Ofsted inspections.
• Enter data into service information and caseload systems.
• Administering the collection and presentation of service performance information
• Deal with telephone, email and face-to-face enquiries.
• Facilitate a workflow for placing orders for goods and services and co-ordinating the payment of invoices.
• Book appointments and arrange meetings
• Providing administrative support for training courses/events/conferences.
• Maintain files and documentation.
• Print of reports for meetings.
• Carry out all necessary word processing, spreadsheets, database and presentation duties.
• Deal with all correspondence, including confidential information, and sorting post.
• Draft correspondence to standard enquiries
• Order stationery.

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

Experience:

• Strong administrative skills with experience of working in an administrative/customer focused role.
• Experience working in Children and Families Services (desirable).
• Ability to take detailed complex minutes.
• Experience of diary management.
• Ability to source and collate information to maintain accurate statistical records.

Skills:

• Excellent telephone, and face to face communication skills to be able to deal with a very wide range of callers.
• Be a good listener as you will need to get the right information from a caller in order to put them in touch with the right people in the office and an awareness of sensitive issues when dealing with service users.
• Have empathy for others as you will be dealing with some difficult and upsetting situations.
• Excellent organisational skills and the ability to prioritise workload.
• Strong literacy and numeracy skills to respond to internal/external correspondence/email.
• A good attention to detail and level of accuracy.
• Have a good awareness of Data Protection, Information Governance and Safeguarding Issues.
• To be a good team player, also able to work on own initiative.
• A good working knowledge of using in house databases and Microsoft Office, including Word, Excel, Powerpoint and Outlook.

NB: Please feel free to apply to us direct via [email protected] 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.