Division: Administration and Business Support Job Title: Business Support Manager Grade: SO2 Post Number: H589 Base/Location: Southfields Strategic Director, Neighbourhoods and Community Responsible To: Wellbeing Responsible For: 6 members of Administrative and Clerical staff

Key Relationships/ Liaison with:

Job Purpose  Day-to-day management of directorate business, including the management of clerical and business support staff.  To ensure that services meet all requirements of the Directorate.  Comply with Standing Orders and Financial Regulations so as to achieve implementation of the Council’s policies and frontline services.  Delivery of an effective and appropriate service to all service users, fairly and without discrimination.

Main Duties and Responsibilities To identify, clarify and report to the Strategic Director procedures to 1 address under-performance and to introduce and implement remedial programmes. To lead and implement business improvement procedures in areas that need admin and business support; Green Spaces, Grounds Maintenance, 2 Open Spaces & Cleansings, Event Management, Community Safety, Neighbourhood Management, Children and Young People, Supporting Families programme and Sport & Active Recreaction. To engage with Heads of Service within the Directorate to identify key 3. operational tasks and identify required resources to enable improved service delivery and development.

1 of 6 To monitor, evaluate and report back to the Strategic Director, project site progress of project boards, i.e., defining terms of reference, clarifying membership, time scaling and co-ordinating reports, scheduling meetings in relation to the statutory timetables of the Council’s committee meetings, 4 Support Panels, Project Boards and committees by undertaking research analysing findings, research, drafting final reports etc. Upload relevant information to the intranet. In particular, Customer Service Excellence and any current projects for the Directorate. To take sole responsibility for the introduction and implementation of statutory procedures for the execution of temporary road closures under the Town and Police Clauses Act, Section 21, agreeing such procedures 5 with Legal Department, Licensing Department, Community Health & Safety, Events Management, Police, Fire Service etc., Highways and community groups. To promote awareness of procedures and responsibilities of event organisers. To assist in the supervision of the Council’s Corporate Complaints system for the whole of the Directorate. To monitor and improve response times, 6 with a view to resolving at Stage 0, and to continually review and improve the operation of the system as a whole by liaising with all departments, the Call Centre Manager, and the Corporate Service Development Officer. To lead in the roll-out of corporate Lagan system to all departments 7 within the Directorate.

Take sole responsibility for managing the Administration Team throughout the Directorate including sickness, underperformance etc. and overseeing the effective day-to-day business and clerical support for all departments within the Directorate, ensuring each department is provided with 8 adequate support, redeploying staff or engaging staff on a temporary basis where necessary. Recruit new staff when required, support staff through induction process, and ensure completion of Personal Reviews on a regular basis Manage the Directorate’s sickness and leave records, drawing any 9 concerns, anomalies or apparent departure from Council policies to the Director’s attention immediately. To take sole responsibility for the Staffing Budget and operational budgets 10 for the administration staff across the directorate. Provide business support to the Strategic Director and Directorate 11 Management team and co-ordinate support throughout the directorate. Prepare reports and agendas to statutory timetables. Attend and prepare reports of committees, sub-committees, working groups, panels, 12 partnership bodies and other meetings, ensuring compliance with the Local Government Acts and the Council’s constitution. Deal directly with elected Council members, support and engage 13 sympathetically at all times exercising political impartiality. In all dealings with major stakeholders and elected members, exercise a 14 political awareness impartiality and sensitivity. To act as a representative of the Directorate on Corporate initiative teams 15 such as Corporate Planning, Customer Service Excellence etc. Act as a member on Project Teams on behalf of the Directorate as 16 required.

Page 2 of 6 To lead on work ancillary to the business dealt with by committees, sub- 17 committees, partnerships and working groups without supervision and undertaking related research. Develop, monitor and maintain the internet and intranet information for the 18 whole of the Directorate, in particular the instigation of an Events calendar, and introduction of shared team sites. Organise and implement diary information for the Directorate 19. Management Team and elected members, arranging meetings, distribution of supporting paperwork and booking venues as appropriate. Co-ordinate admin support at key partnership meetings e.g., Antisocial 19 Behaviour Joint Action Group (ASB JAG), Crime JAG, Children and Young People Officers Group, Designated Safeguarding Officers Group. 20 Co-ordinate and collect relevant Directorate benchmarking information. Ensure the delivery of an effective and appropriate service to all service 21 users, fairly and without discrimination. As a term of your employment you may be required to undertake such other duties commensurate with your grade, and/or hours of work, as may 22 reasonably be required of you at your initial place of work or at any other of the Authority’s establishments.

Special Factors  The nature of the work may involve the jobholder carrying out work outside of normal working hours.

This job description sets out the duties and responsibilities of the job at the time when it was drawn up. Such duties and responsibilities may vary from time to time without changing the general character of the duties or the level of responsibility entailed. Such variations are a common occurrence and cannot in themselves justify a reconsideration of the grading of the job.

Charnwood Borough Council is seeking to promote the employment of disabled people and will make any adjustments considered reasonable to the above duties under the terms of the Equality Act 2010 to accommodate a suitable disabled candidate.

Date Prepared/Revised: 19 March 2015

Page 3 of 6 Division: Administration and Business Support Job Title: Business Support Manager Grade: SO2 Post Number: H589

How Essential Desirable assessed Qualifications

Professional qualification in Business  App/Doc Administration Management  Business Management qualification   GCSE’s including English and Maths at  grade C or above (or equivalent)  RSA II word-processing/typing (or  equivalent)  NEBS Management Introductory Award  (or equivalent)  European Computer Driving Licence (or  equivalent)

Or Demonstrable experience identified within the  App/Int section below. Experience

 Project management.  App/Int  Experience of maintaining and improving  intranet project sites.  Meetings administration in local authority  or similar environment.  Substantial experience of working in a  busy office environment, in particular, experience of co-ordinating administration.  Experience of supervising a team of office  based staff.  Evidence of using IT systems to improve service delivery to customers.   Experience of delivering real and  measurable improvements to service delivery.   Awareness of local government issues.  Awareness of local authority constitutional  issues. Skills/Knowledge

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 High level writing skills.  App/Int/  Evidence of successful planning/  Test organisational skills.  Ability to create and manage systems  (databases, customer complaints, sickness monitoring etc).  Good standard of IT literacy including  knowledge of MS Windows and Office.  Ability to develop and improve intranet  and internet sites.  Ability to work mainly on own initiative.    Training skills.   Experience of prioritising own and others’ work.

Interpersonal Skills

 Effective communication and team work  Int skills.  Able to deal with confidential issues.  Diplomatic, tactful and able to maintain strict political impartiality.  Possess political awareness and  sensitivity to political issues.  Possess skills to engage sensitively with  elected members and major stakeolders.  Able to demonstrate a broad range of  management competencies including leadership, motivation and team working.  Able to communicate effectively and confidently with service users at all levels.   Able to work on own initiative with conflicting demands and to tight timescales.  Precise and accurate, analytical and  methodical in approach.  Negotiation skills.   Conflict resolution.  Other requirements

An understanding of, and commitment to  App/Int equal opportunities, and the ability to apply this to all situations.

Must be able to perform all the duties and  tasks of the job with reasonable adjustments, where appropriate, in accordance with the provisions of the Equality Act 2010.

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Key: App = Application form Pre = Presentation Test = Test Med = Medical questionnaire Int = Interview Doc = Documentary evidence (e.g. certificates)

Prepared by: Chris Traill Date: March 2015

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