The Children’s Commissioner for England is recruiting a Business Support Assistant whose role is to support the business services team in the effective delivery of all internal support services and those provided through shared services agreements.
The Children’s Commissioner for England uses legal powers to shine a light where children are insufficiently supported by public or private authorities. Her messages to policy and decision makers, leaders of industry, charities and sometimes parents provide insight, evidence and challenge to us all to provide the best support possible for children as they grow up.
Purpose of the role
The post will provide administrative support across the whole team, providing proactive forward-thinking, well-planned, organized and controlled support at pace in order to ensure effective delivery of support services across the office. Deliver and manage all aspects of the Children’s Commissioner’s financial operations to ensure efficient financial transactions, business planning and modelling.
Finance, Procurement and Audit
Support administration processes for:
- Finance activities including, raising and amending purchase orders, processing invoices, making payments to suppliers, investigating unclear invoices to identify the relevant budget holder, monitoring Government Procurement Card spend and reconciling spend against purchase orders.
- Procurement activities, including the publishing of tenders, collating answers to questions from tenderers securing responses from project leads, arranging the publishing of Q&A documents on Contracts Finder, collating the paperwork for tenderer submissions; producing shortlist packs; arranging interviews where appropriate; maintaining the Contracts Register; ensuring all procurement folders and records are kept up to date.
- Internal and external audit activities, review advance requests from auditors, support the creation of an action plan including timelines for when information needs to be found and sent, preparing files and folders ready for inspection.
- Have overall responsibility for post management, supported by the Business Administration Apprentice, opening, actioning or distributing as appropriate.
- Answering the reception telephone promptly and courteously, ensuring that calls are transferred to the correct extension or taking messages when recipients are not available, supported by the Business Administration Apprentice.
- Informing the main reception of external guest appointments and collecting guests from reception.
- Monitoring the various business support email inboxes including the procurement and recruitment inboxes.
- Preparing papers for meetings, photocopying, laminating and binding.
- Manage meeting rooms, ordering and setting up equipment and refreshments as required.
- Maintain stationery inventory ensuring there are adequate stocks and order supplies as necessary.
- Provide ad hoc support to the Business Support Advisers and other members of the Business Services Team as and when required.
- Booking train, hotel, flights and taxi travel as requested, maintain accurate records of bookings made against projects or administration budgets; reconcile Redfern invoices.
- Main contact for IT / equipment ensuring that log-in details and laptops are available for new starters. Escalating calls when necessary.
- Maintain the inventory of IT assets.
- Assist in the review of OCC’s record management system. Implement any changes and manage the business team shared folders.
Applications will be sifted against the requirements set out in the person specification listed in the job description. If a large number of applications are received, an initial sift will be carried out on candidate’s ability to demonstrate:
- Highly numerate, enjoys working with numbers, with a very good attention to detail and a thorough approach to generating and checking documents.