OR119014 – Business Support Administrator (G3) – Admin & Clerical

Main Purpose of the Role

To provide flexible and efficient business support to internal and external customers, helping teams deliver high-quality services within agreed deadlines and standards. The postholder will undertake a range of administrative duties, support meetings, maintain accurate records and contribute to the smooth running of council services.

Typical Day Overview

• Respond to telephone calls, emails and customer enquiries.
• Complete data entry and update council systems and databases.
• Arrange meetings, prepare documentation and take accurate minutes.
• Maintain electronic and paper records, ensuring information is handled confidentially.
• Provide general administrative support, including typing, filing, photocopying and reception duties.
• Process purchase orders, invoices and goods receipts.
• Prepare reports, performance information and management documentation.
• Support compliance checks and assist colleagues across different teams.
• Manage competing priorities and ensure tasks are completed within agreed timescales.

Key Skills and Responsibilities

• Administrative Support: Provide general clerical and office support across council services.
• Customer Service: Respond professionally to enquiries from members of the public, colleagues and partner organisations.
• Minute Taking: Record meeting discussions, decisions and actions accurately, including sensitive or confidential information.
• Data Entry and Record Keeping: Maintain accurate records and update council systems in line with procedures.
• Meeting Coordination: Arrange meetings, prepare paperwork and distribute relevant documentation.
• Financial Administration: Process basic financial transactions, including purchase orders, invoices and goods receipts.
• Information Governance: Handle, transfer and store confidential information in accordance with data protection requirements.
• Communication: Maintain effective working relationships with colleagues, managers and multi-agency partners.
• Time Management: Organise workloads, meet deadlines and respond positively to changing priorities.
• Teamwork and Flexibility: Provide cover and support to other teams when required.
• Compliance: Follow council policies, financial regulations, safeguarding procedures and health and safety requirements.
• Continuous Improvement: Identify opportunities to improve administrative processes and support efficient service delivery.

Essential Qualifications and Requirements

• At least five GCSEs at Grade C or above, or equivalent.
• Experience using Microsoft Office, particularly Word and Excel.
• Understanding of good customer service principles.
• Experience dealing with the public by telephone, email or face to face.
• Good written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage workloads, work independently and meet deadlines.
• Ability to solve problems and respond positively to changing priorities.
• Awareness of data protection, confidentiality and information governance.
• Ability to communicate fluently in spoken English and provide accurate advice to customers.
• Willingness to undertake training and ongoing professional development.

Desirable Experience and Skills

• NVQ Level 2 or an equivalent qualification in Business Administration.
• Previous experience in an administrative or business support role.
• Experience in data entry and maintaining databases.
• Minute-taking experience or willingness to develop this skill.
• Experience arranging meetings and preparing reports.
• Basic financial administration experience, including purchase orders and invoices.
• Awareness of financial regulations, safeguarding and workplace health and safety.