Individual Role – Unique Characteristics
This document is to be used in conjunction with the general role profile.
Directorate / School
Unit / Team
Job Title
Job Family Role Profile Level
Date
Post Group Number
(to be added by Pay and Reward team)
Children’s Services
Children & Families Barrow & South Lakeland
District / Business Support Team
Business Support to Teams
BS3.5A
May 2013
PG10
Purpose
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To provide business administration support to social care management and
fieldwork staff based in teams within the Barrow & South Lakeland District, enabling
compliance with statutory obligations and achievement of service standards within
specified timescales
To be part of the wider Business Support Team within the Children’s Services
Directorate, ensuring that all systems and processes are maintained and developed
to meet the performance needs of the service; to provide a fully responsive and
flexible business support service within the Team
To ensure that all service users contacting the team receive a prompt, efficient and
professional service
Key responsibilities
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Type, format and distribute documents in line with Corporate and Directorate
standards, e.g. general correspondence, court reports and statements, case
supervision notes, case plans and chronologies
Maintain case files and other records within designated file structures (electronic
and paper systems), ensuring that appropriate information is available to staff while
remaining secure. Conform to the principles of the Data Protection Act as
prescribed in Council and Directorate policies by ensuring that information is stored,
archived and destroyed in a timely and confidential manner
Maintain and interrogate databases, ensuring that children’s records are accurate
and up to date at all times to minimise the vulnerability of customers and to facilitate
an improving performance agenda. Contribute to the delivery of continually
improved date quality
Service and support a variety of meetings – book venue; invite attendees; prepare
agenda; type and distribute accurate and structured notes of the meetings within set
timescales
Provide an effective, professional and courteous service in dealing promptly with
telephone calls from customers, responding to queries and signposting to services
where able. Taking and transmitting messages for managers and team members
as necessary
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Assist managers and team members with a range of other support tasks e.g. room
bookings, applications for passports and birth certificates
Compilation of statistics and management information
Carry out finance tasks to support the teams within the District. Procurement of
goods and services in line with corporate procedures; process petty cash payments;
facilitate transport arrangements for Service Users and staff, liaising with local taxi
services and our volunteer driver team; processing of invoices for payment
Undertake other general office tasks e.g. printing / photocopying / faxing / process
incoming and outgoing post
To plan and organise own workload, demonstrating the ability to see tasks through
from start to finish, whilst working flexibly and in co-ordination with other members
of the District Business Support Team to manage workload pressures and to
achieve deadlines
Provide instruction, peer support and on-the-job training for colleagues
Develop and maintain effective working relationships with other staff across the
Directorate, with external agencies / providers and with service users
As far as is practicable you will be responsible for your own health and safety, and
the health, safety and welfare of other people in the course of your work and you
are expected to take any necessary / appropriate action to ensure this
Staff Management Responsibilities
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None
Resources Responsible for
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None
Job Working Circumstances
A. Emotional Demands – dealing with confidential and sensitive information regarding
children and families on a daily basis
Individual Role – Person Specification
Directorate / School
Unit / Team
Job Title
Job Family Role Profile Level
Date
Post Group Number
(to be added by Pay and Reward team)
Children’s Services
Children & Families / Barrow & South Lakeland
District
Business Support to Teams
BS3.5A
May 2013
PG10
Essential
Qualifications NQF / NVQ Level 2 or 3
Or
equivalent experience or
knowledge in the relevant work
area
Desirable
BTEC ordinary in Business Studies
or NVQ Level 3 in Business
Administration or equivalent
A recognised IT qualification
3 GCSE A-C grades or equivalent
including English and Maths
ICT Literate
Knowledge
A general knowledge of the
services provided by Children’s
social care
A thorough understanding of
issues around confidentiality and
information governance
Working knowledge of relevant
software packages, e.g. Word,
Excel, Outlook
Relevant
Experience
A more detailed understanding of
social care policies and
procedures and how to apply
them
Knowledge of County Council
policies and procedures e.g.
Health & Safety, Equality &
Diversity
Accurately maintaining and
interrogating systems / databases
Use of County Council systems,
e.g. ICS, e-Procurement
Dealing with customer enquiries
to required standards of service
Knowledge and understanding of
finance procedures
Dealing with irate or distressed
service users
Message taking and transmitting
Arranging and taking notes at
meetings
Typing and formatting of letters,
reports and other documents
Skills
Organisational skills to manage
tasks and work on own initiative
Able to work flexibly and
supportively as part of a team
Ability to communicate effectively,
both orally and in writing, with
colleagues and with service users
Tact and sensitivity to deal
appropriately with a wide range of
clients and in handling
confidential and emotive
information
Able to maintain confidentiality at
all times
Accuracy and attention to detail
Able to deal with conflicting
priorities and demands, work
under pressure and to meet strict
timescales
Able to adapt to the changing
needs of the service
Respectful of equality and
diversity
Other
Post subject to DBS clearance