Business Support Officer

Omega Plc

Posted 1 week ago, 7 May | Get your application in now before you miss out!

Closing date: Closing date not specified

job Ref: aa2ec643166844729c8af9b58cfa0e36

Efficiently manage the diaries of the Chief Executive and Office Manager, scheduling appointments and arranging travel and accommodations as necessary.

Manage incoming mail and electronic mail addressed to the Chief Executive, reviewing and distributing it to appropriate Directors or other staff members as needed, while ensuring that all relevant information is included.

Ensure that all correspondence, including letters, emails, and phone calls, are handled appropriately, and refer them to the appropriate staff members when necessary. Additionally, bring any urgent priorities, issues, or complaints to the attention of the Office Manager and Executive Assistant to the Chief Executive.

Draft routine correspondence on behalf of the Chief Executive, Office Manager, and Executive Assistant, and respond personally to emails and phone calls directed towards them.

Assist with the development and maintenance of administrative systems and procedures, including managing confidential files, to support the efficient operation of the Chief Executive's office.

Provide administrative support for a range of meetings, including taking and producing minutes/action notes, arranging venues, issuing invitations, preparing agendas and materials, collating reports, and distributing them in a timely manner.

Proven track record of providing proactive support to senior managers in a business setting. (S/I)

Proven ability to maintain and support administrative and business systems while adhering to procedures. (S/I)

Proficient use of various software packages and applications to produce high-quality correspondence, documents, and presentations, as well as make payments for goods and services. (S/I/T)

Ability to work independently, manage and prioritise workload according to the needs of the service. (S/I)

Consistent ability to maintain confidentiality and discretion in all professional interactions.

Understanding the Council's services and the responsibilities of its officers and elected council members. (S)

Appreciation of the importance of maintaining confidentiality and the methods used to do so. (S/I)

Familiarity with the provisions of the Data Protection Act 1998 and the EU General Data Protection Regulation. (A)

Experience in liaising with various stakeholders, such as elected officials, MPs, senior executives, external organisations, and members of the general public. (S/I)

Experience in providing administrative or personal assistant support to high-ranking personnel.

Experience in utilising Microsoft software applications in a professional setting. (S/I)

Experience in assessing and proposing enhancements to administrative processes. (S/I)

Experience in drafting precise meeting minutes and clear written correspondence, including letters and emails, in response to inquiries. (S/I), Work Experience Experience of providing administrative support to a large multi-disciplinary team. Experience of being part of a team providing a customer focussed service. Experience of using a computer for word processing and creating / maintaining databases to produce reports. Experience of document management and developing and administering support procedures. Experience of operating filing systems. Experience of specialist software systems including Archibus CAFM / CMIS and Permit to Work systems. Experience of the processes and terms used in the Supply chain and project management. Experience of Financial / Project admin. Experience of drafting letters / memos and minuting meetings. Education / Qualifications A range of GCSE's including English Language and Maths (minimum grade C) or appropriate equivalent, or significant experiential learning. Degree qualification. Microsoft qualification or similar in use of spreadsheets / word processing.