Job Description

Our vision is to create a future where learning disabled people can live the best life possible. We will do this by coming together to campaign for positive change, provide personalised support and create solutions for living independently.

Our Mission:

The best life possible

Our Vision:

People with learning disabilities should be able to live within their communities with all the choice and support they need to live the best life possible

The Business Support Officer role supports an individual area within a region to provide positive and timely business support for the Care and Support function to meet their delivery of organisation business processes related to, for example, finance, data gathering, employee engagement/support (on-board/off-board) mobile phone devise management and registered area office management.


Whilst individual roles will be based locally within an area office (within the geographical region), the Business Support Officer will be part of the wider Business Support team for the Region and will report to the respective Regional Business Support Manager who will determine working patterns in collaboration with the Registered Area Managers.


Hours required will be flexible based on service need and the registered office and this may include a requirement for weekend working and evening cover.

Key Accountabilities

Finance

To ensure that all financial business support for the DCA is achieved and maintained at the required organisational standards and process including for example processes relating to;

Invoicing and PO support Raising invoice recharges and journals including for example, online purchases for people we support, emergency cash advances, fuel, mileage and service car leases Income returns and support local banking Credit card reconciliations Petty cash management Fundraising income support Restricted funds management support Money Carers Foundation business support + Aged debt business support Reward and Recognition support including for example, localised support for GEM vouchers, Refer a Friend process support and any other related organizational reward and recognition initiatives.

There may be a requirement to support other areas at the request of the RBSM in the wider region.

Data (to evolve through Helix reporting requirements)

To provide on-going analysis and reports to managers and the RBSM including; Collation of data, reports and business support information as requested by the RBSM/RAM/Finance Support the Registered Area Manager with the collation of area weekly/monthly data, reports and business support information

Communication

Disseminate and facilitate the flow of information between Shared Services, the Regions and the DCA + To act as content lead on the hub to ensure the area and or regional pages is up to date and reflects the guidelines of the organisation Support, communicate, distribute Reward and Recognition initiatives for including for example Refer a Friend, GEM Vouchers, Thankyou Notes Support with communications to colleagues including for example sending letters/emails to colleagues/casual workers. Support with communication locally to People We Support and families/carers

Office Management/Misc.

To support the Registered Area Manager with daily operational tasks which include for example; Answering phone/responding to emails Dealing with business support queries or redirecting to the appropriate place Dealing with incoming and outgoing post Liaise with visitors and contractors Referrals Redirect enquiries to the correct channel (online form / website) Maintaining family, friends and emergency contact details (shared responsibility with CTM/RCHM/Support Worker) Business support for management meetings including for example note taking, minutes, correspondence and presentations Compliments and Complaints - Log Care and Support related compliments and complaints Ordering/checking office supplies including for example stationary, PPE, first aid supplies. Supporting the local management team to ensure the office is clean and in good running order Organise travel and/or accommodation arrangements as may be required from time to time Data Protection activity and ongoing information archiving in line with organisation GDPR policy.

IT & IT Asset Management Support

+ To be the IT point of contact for the Area. This includes for example, liaising with IT for returns, deliveries, local asset audits. Shared Drive permissions and file/folder maintenance

Fleet Management Support

+ To be the Fleet Management point of contact for the Area, support management of lease cars, liaise with fleet management and colleagues regarding vehicle related fines/tickets received, Blue Badge applications and adhoc car hire support.

Health and Safety

Registered Office Health and Safety Checks

Employee Engagement/Support

Employee on-boarding;

Ensure new employee are provided with all necessary equipment in line with organisational standards including mobile phone devices Check employee is configured correctly to all systems and liaise with IT as needed Ordering ID badges

Employee off-boarding

Ensure employee's mobile phone device/equipment has been returned promptly and follow up/escalate as appropriate Support employee to resolve any outstanding pay discrepancies

Mobile phone device management

+ Be the first point of contact for device access and support resolving issues by liaising with IT for problem solving + Redistributing and transferring mobile phone devices as appropriate

Employee support

Dealing with employee queries or redirecting to the appropriate place, for example payroll queries, IT support. + Re-ordering of expired ID cards

Agency Support

Support the area in Agency Management processes including for example, entering new agency workers on APP, PO support, approving APP shift report and invoices, support to resolve issues with invoices/POs.

Organisation initiatives and strategies

Hft Brand Champion - Represent Hft and champion fundraising, brand and image Green Champion - Promote and engage in sustainability initiatives, developing environmental responsibility of the DCA and therefore the wider organisation. Champion 'Voices to be Heard' with People we Support

Other

Adhere to and maintain Hft's Health and Safety policies, standards and guidelines at all times Carry out a range of duties and undertake any other duties as specified from time to time in accordance with Hft business requirements It is the nature of the work that task responsibilities are in many circumstances unpredictable and varied. All employees are therefore expected to work in a flexible way when the occasion arises in order that tasks which are not specifically covered in their job description are covered

denotes where support is for both Supported Living and Residential Services*

Professional & Technical Expertise

GCSE Mathematics and English, grade 4 or above (or equivalent) * Already have, or have a commitment to achieve, a business administration level 3 qualification or equivalent