We are looking for a new Business Support Officer

Published 09 May 2024

We are looking for a new Business Support Officer to join our small, friendly team in Ingatestone. The successful candidate will have an opportunity to make a real difference to children and young people by providing valuable administrative support to our Foster Carers.

Full details of the role can be found below. If you would like to apply, please send your CV and covering letter to hr@affinityfostering.com

Business Support Officer

Responsible to: Head of Business Services
Job Summary: To provide administrative support to the business.
Office Location: North Wing Offices, Ingatestone Hall, Hall Lane, Ingatestone, Essex CM4 9NR
Hours of Work: 35 hours per week
Monday – Friday - 9.00am to 5.00 pm

 

PRIMARY FOCUS: to Safeguard and Protect Children’s Welfare

Participation is when people are given the opportunity to express their views effectively and for those views to be listened to and taken account of. It is about being involved in and influencing decision making on matters that affect them.
 

General Purpose

1. To effectively carry out the responsibilities detailed within this Job Description.

2. To be the first point of contact for telephone calls and general enquiries and to ensure that the relevant information is relayed to the appropriate team member.

3. To prepare documents, coordinate and respond to all correspondence in the appropriate manner to ensure any statutory timescales required are met.

4. To provide the Panel Coordinator with support in all aspects of Panel Administration including preparation of documents, planning and coordinating attendance, taking the appropriate minutes of the meetings and post panel documentation.

5. To prompt Social Workers of when Medicals, DBSs and any other relevant checks or due.

6. To be aware of, and at all times, comply with all relevant Organisational Policies and Procedures maintaining records diligently, confidentially and accurately as required.


Principle Accountabilities

1. To prepare documents, coordinate and respond to all correspondence in the appropriate manner.

2. To provide the Panel Coordinator with support in all aspects of Panel Administration including preparation of documents, planning and coordinating attendance, taking the appropriate minutes of the meetings and post panel documentation.

3. Typing to include Supervision Notes, Reports, mail merge letters, spreadsheets, Minutes and comprehensive forms in Form F Assessments and Household Reviews.

4. To prompt Social Workers of when Medicals, DBSs and any other relevant checks or due.

5. To be aware of, and at all times, comply with all relevant Organisational Policies and Procedures maintaining records diligently, confidentially and accurately as required.

6. To monitor and maintain allocated Foster Carer CHARMS records including training records to meet both Organisational and Ofsted requirements.

7. To monitor and maintain allocated Organisational Young Peoples database records to meet Organisational and Ofsted requirements.

8. To monitor and maintain all relevant administration files, both hard physical and electronic versions, to meet Organisational and Ofsted requirements.

9. To ensure that Application Packs are sent to potential Foster Carer applicants, if requested to do so.

10. To process and record all relevant statutory checks and correspondence in relation to progressing Foster Carer applications.

11. To ensure that any follow up action from Health Authorities, Councils Services and other third-party references are effectively administered.

12. To assist with the administration of the processing of DBS checks including obtaining copies of the relevant identification.

13. To keep allocated Social Workers informed of the progress of all relevant statutory checks in relation to the processing of potential Foster Carers.

14. To update appropriate database records and relevant information therein once the Foster Carers have been approved at Panel.

15. To ensure that all new young people in placement have been set up on the relevant database and linked to the appropriate Carer.

16. To take appropriate minutes of relevant meetings which may include Team Meetings and Panel Meetings.

17. To assist with the processing of stationary orders.

18. To review, update and distribute the relevant Out of Hours / Office Duty Rota as required.


Other Duties

1. To assist the Management Team in the development and implementation of administration Policies.

2. Ensure that the systems in place meet the standards expected by all Service Users.

3. To ensure that all Organisational Policies are adhered to.

4. To ensure confidentiality is maintained throughout the Service and to be able to challenge situations that breach this Policy.

5. Ability to screen calls.

6. Ability to deal with general enquiries.

7. Dealing with both the incoming and outgoing mail.

8. Effectiveness of workflow and prioritisation of own work.

9. Ensure professional working relationships with staff and Service Users.

10. Filing ensuring that the files are maintained in an accurate and efficient manner.

11. Attendance and participation in relevant meetings as requested.

12. To ensure confidentiality is maintained at all times.


Miscellaneous

1. To participate fully in regular supervision with Line Manager.

2. To participate fully in annual appraisal with Line Manager.

3. To commit to Organisational Equal Opportunities Policy.

4. To have the ability to be flexible within a changing environment.

5. To exercise personal responsibilities under the Health and Safety at Work Act.

6. To commit to developing appropriate additional skills to enhance performance and knowledge base.

7. To undertake any training that may be identified by your Line Manager.

8. To have the ability to work in a respectful manner, working within a team environment.

9. To have the ability to manage time and self in order to achieve objectives.

10. To have /enhance good organisational and planning skills.

NB: The above-mentioned duties are neither exclusive nor exhaustive and the post holder may be required to carry out other duties, deemed appropriate by their Line Manager, which are within the level of competency of the post holder.

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