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 Purchase Order support

Raising invoice recharges and journals including for example, 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

Aged debt business support

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/RSM/Finance

Support the Regional Service 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 Areas

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 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 Regional Service 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 SM/RCHM/Support Worker)

Business support for management meetings including for example note taking, minutes, correspondence and presentations

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 ad hoc 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

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, processing invoices on Focal Point, support to resolve issues with invoices/Purchase Orders. Reporting to Regional Service Manager when required.

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

Professional & Technical Expertise

GCSE Mathematics and English, grade 4 or above (or equivalent)

Person specification

What you need to be successful in this role:


Strong IT knowledge, including experience of using Microsoft office suite with the ability to produce reports and presentations within Excel, Word and PowerPoint

Experience of working in an office environment

Good financial understanding of management accounts including working knowledge of purchase and sales ledger as well as petty cash, credit card reconciliation

Experience managing sensitive data including workforce documentation

Proven ability to use bespoke business processing IT systems

Ability to work collaboratively and engage with colleagues professionally to ensure the smooth running of the business support function and respond positively to suggestions and feedback

Ability to maintain attention to detail and accuracy consistently

Able to work in a fast-paced office environment and adapt to change quickly

Ability to learn and adapt to new systems and processes and undertake training as appropriate

Ability to demonstrate continuous improvement mindset

Able to take accurate and concise minutes

Ability to maintain data integrity relating to systems and processes

Able to demonstrate that your practice incorporates the principles of diversity and inclusion

Ability to work in a flexible way to meet the needs of the Registered office

Able to stay away from home overnight if required for management meetings and training

Positive attitude to people with a learning disabilities

Commitment to working within the values, statement of purpose, policies and practice of Hft

Desirable:

Business administration level 3 qualification or equivalent

ECDL certificate or equivalent

Previous experience of working within a not-for-profit organisation

Possession of a full, current EU/UK driving license, own transport and prepared to use, and insure for work purposes

Our Values and Behaviours

Diverse

We appreciate that everyone is unique, so

we champion equity, diversity and inclusion.

Kind

Our compassion shines through everything we do.

Positive

We focus on finding solutions, partnering up

for progress and getting others involved.

Visionary

We are proud to paint a picture of what

the best life possible could look like