LEEDS CITY COUNCIL JOB DESCRIPTION

DIRECTORATE / Service Area ADULT SOCIAL CARE / Access & Inclusion

POST TITLE: Senior Business Suor! Assis!an! "RADE: B#
POST$S% TO &'IC' DIRECTLY RESPONSIBLE: Business Suor! (ana)er
POSTS$S% *OR &'IC' DIRECTLY RESPONSIBLE: None
PURPOSE O* T'E JOB
To provide business support to Team Managers and provide full team support across designated team(s).
Production of data for the team and running local reports to achieve good standards of data quality and to
assist in meeting performance targets.
RESPONSIBILITIES
To provide designated Team Managers with day to day business support in order to assist their
effectiveness and efficiency including organising business meetings and minute-taking.
To ensure that appropriate support is provided to designated teams at all times
To assist in ensuring good standards in data quality and to undertake a programme of necessary data
clean up with the team
To undertake general clerical andor word-processing duties! including maintenance of computer and
manual records! maintaining the case file system! enquires! photocopying and the distribution of material.
To undertake telephone and reception duties as required providing first point of contact for the customer
care needs of service users.
To maintain databases and case files in accordance with responsibilities detailed within "dult procedures.
To raise orders on #M$ as required.
To undertake routine financial transactions including the receipting of cash and maintaining financial
records as required.
To provide induction on office systems including electronic processes for new employees within the team.
To provide and participate in training and development activities as necessary to ensure up to date
knowledge and skills.
To undertake other duties appropriate to the post as required by the %usiness $upport Manager.
To comply with the requirements of all &eeds 'ity 'ouncil policies! procedures and staff instructions!
including responsibilities for (ealth and $afety! $afeguarding "dults and )quality and *iversity.
&e are co++i!!e, !o sa-e)uar,in) an, ro+o!in) !.e /el-are o- c.il,ren0 1oun) eole
an, vulnera2le a,ul!s3 &e ro+o!e ,iversi!1 an, /an! a /or4-orce !.a! re-lec!s !.e
oula!ion o- Lee,s3 Prior !o !.e In!ervie/ /e /ill re5ues! 1our Re-erences3 *ailure !o
o2!ain 2o!. re-erences /ill resul! in 1our in!ervie/ 2ein) /i!.,ra/n3
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RELATIONS'IPS
The post holder will work closely with *irectorate $upport colleagues and will also be required to maintain
effective relationships with staff at all levels within "dult $ocial 'are! other 'ouncil *epartments! )lected
Members! e0ternal agencies! service users! carers and the general public.
P'YSICAL CONDITIONS
The post holder will be community based working from an "rea 1ffice. &eeds 'ity 'ouncil operates a
non-smoking policy therefore all offices are non smoking environments.
SOCIAL CONDITIONS
The post will require a minimum of /2 hours per week to fulfil the responsibilities of the 3ob. 4ormal office
hours are 5./.am 6 7...pm Monday 6 Thursday and 5./.am 6 8./.pm on a #riday. (owever a fle0 time
scheme is available.
ECONO(IC CONDITIONS
Terms and conditions of employment are in accordance with collective agreements negotiated from time
to time by the 4ational ,oint 'ouncil for &ocal 9overnment $ervices set out in the 4ational "greement on
Pay and 'onditions of service and as supplemented by local collective agreements reached with trade
unions recognised by the 'ouncil and by the :ules of the 'ouncil.
PROSPECTS
Pro+o!ion
"ll vacancies within the *epartment and elsewhere within the 'ity 'ouncil are filled in compliance with
'ouncil procedures which require selected based entirely on merit.
Trainin)
The *epartment has a positive commitment to the training and development of employees in all areas of
its activities.
$imilarly employees are also e0pected to adopt a positive attitude to any training provided and also to
their own personal development.
6UALI*ICATIONS
'urrently holds! or is keen to obtain 4;< &evel / or equivalent in administration of business finance.
SPECIAL CONDITIONS
+n discharging its social services function under the &ocal "uthority $ocial $ervices "ct =>2.! the
*epartment is covered by the :ehabilitation of 1ffenders "ct =>28 ()0ceptions) 1rder =>27 and any
applicant is obliged to disclose ALL convictions and cautions! no matter how long ago they occurred and
regardless of whether the offences were committed as an adult or a 3uvenile.
Please note that a criminal record will not necessarily be a bar to obtaining employment? this will depend
on the circumstances and background to any offence.
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)quality *evelopment Anit
(uman :esources $ection
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E(PLOYEE SPECI*ICATION
*etailed below are the types of skills! e0perience and knowledge which are required of applicants
applying for the post. The B)ssential :equirementsC indicate the minimum requirements and applicants
lacking these attributes will not be considered for the post. The points detailed under B*esirable
:equirementsC are additional attributes to enable the applicant to perform the position more effectively or
with little or no training. They are not essential! but may be used to distinguish between acceptable
candidates.
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"bility to work in close liaison with senior officers! service users! carers!
colleagues! other agencies! )lected Members and members of the public.
"bility to supervise staff and take a positive approach to their development.
"bility to prepare and present reports training presentations to groups or
individuals.
"bility to produce correspondence reports using a variety of computer
software eg Eord! )0cel! Microsoft 1utlook etc.
"bility to work as an effective member of a team and work using own initiative.
"bility to prioritise and organise workloads in order to meet deadlines.
"bility to develop and maintain computerised and manual filing systems and
records.
"bility to deal with sensitive and confidential information and ensure this
information is current! accessible and secure.
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1f appropriate customer care to provide for the needs service users.
1f the importance of confidentiality and how it should be used to protect
information.
1f how computerised systems are used within a large organisation.
1f filing electronic and paper based systems.
'urrently holds! or is keen to obtain 4;< &evel / or equivalent in administration
of business finance.
1f 'ouncil Procedure :ules.
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1f providing an administrative secretarial service to senior staff.
1f organising diaries and arranging meetings in an effective way using a
computerised diary system.
1f working as part of a team and contributing to the effective day-to-day
functioning of the office.
1f allocating work to others.
1f pro3ect working.
1f undertaking routine financial transactions including the receipting of cash!
complying with financial regulations and maintaining financial records as
required.
1f using a variety of computer software eg Eord! )0cel! Microsoft 1utlook etc
to produce reports and correspondence.
1f managing constant and often conflicting demands.
1f working on own initiative.
1f minute taking and production of minutes to deadlines.
1f working to and maintaining high standards especially with regard to data
quality
1f financial systems in a large organisation.
1f liaising working with $enior Managers )lected Members.
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"bide by the 'ouncilHs )quality and *iversity Policy in the duties of the post!
and as an employee of the 'ouncil.
'arry out all duties having regard to an employeeHs responsibility under the
'ouncilHs (ealth and $afety and $afeguarding "dults policies and procedures.
Eillingness to actively participate in training and development activities to
ensure up to date knowledge and skills.
Dnowledge of the problems of disadvantaged groups.
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Jo2 Ris4 Anal1sis
:ecruiting )mployer &eeds 'ity 'ouncil
*epartment and $ection "dult $ocial 'are $outh
Post,ob Title
*escription of main activities
the applicant would be
required to undertake
"dministrative support to a Team Manager and their social
work staff maintaining manualelectronic records and
financial information.
(ourswork pattern
I- !.e /or4 con!ains an1 o- !.ese ele+en!s i! is ,e-ine, as a Par! A role:
&or4 ele+en! YES NO
Eork at heights (e.g. over -m )?

Eork in e0cessively noisy environments.

Eork in unusual environmental conditions! e.g. confined spaces (where
the air does not flow free and fresh or where there may be a build up of
gases! vapours or fumes or the need for the use of breathing
apparatus)?

Ase of tools and equipment associated with hand-arm or whole-body

vibration.

*riving &eeds 'ity 'ouncil ;ehicles.

Transporting others (i.e. only those driving (9;Hs over 2.7 tonnes!
P';Hs! minibuses (e.g. requiring M+*"$ qualification*;&" 9p -) and
anyone transporting! as part of their normal duties! more than /
persons).

'ontact with haJardous substances identified as requiring regular
health surveillance under '1$(( n.b. this includes infectious agents
eg from bodily fluids! or Joonoses.

Prolonged or frequent e0posure to machine generated wood dust! or
other heavy or e0cessive concentrations of mineral dust.

Eork with lead or lead-based products.

Eork with! or regularly in! environments where there is likely to be!
asbestos containing materials.

Ehere the role requires an employee to be immuniJed.

#ieldwork or work in e0treme conditions e.g. involving e0cessive heat!

cold! frequently walking long distances over rough terrain in all weather
conditions?

"ny other occupational haJardscomments relevant to this post (state)@

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All o!.er roles are ,e-ine, as Par! B3 Please in,ica!e i- !.e /or4 involves an1 o- !.ese
ele+en!s:
&or4 ele+en! YES NO
#ace to face contact with the publicservice users

Eorking in isolationlone working

Eork with electrical wiring

Eork where there may be occupational e0posure to bodily fluids (all

reasonable control measures will have been identified and
implemented). 4.%. if the risk assessment identifies that immuniJation
is required! this should be classed as a Part " role.

Eork that may bring the employee into contact with rodents or other
animals or livestock 4.%. if the risk assessment identifies that
immunisation is required! this should be classed as a Part " role.

Manual handlingmoving and handling (i.e. other than routine office
lifting and carrying).

Eorking with vulnerable service users.

Eork with repetitive movements or forced posture.

Eork as a regular display screen user.

Eork involves the preparation or handling of unwrapped foods! to be
consumed without further cooking e.g. sandwich preparation.

9eneral office-based activities.

*riving own vehicle on 'ouncil business.

"ny other occupational haJardscomments relevant to this post (state)@

N3B3 Aroria!e con!rol +easures -or !.ese i,en!i-ie, .a7ar,s /ill .ave 2een i,en!i-ie,
an, i+le+en!e,3
T.is .as 2een classi-ie, as a Par! B role3
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