ALS Operations Support Officer - Confidential

About the role

We are looking for a highly motivated individual who can work on their own initiative in the Business Support Team to carry out a wide range of administrative processes and procedures relevant to Business Operations with a focus on Confidential tasks. This could include, but is not limited to, supporting with recruitment activities, setting up and supporting interviews, processing the onboarding of new recruits including access arrangements, processing DBS checks, updating pay rates on TERMs system ensuring standardisation with ERP, processing service leavers, managing and updating the single central record information, ensure all training and qualification records are maintained for the service and in line with Ofsted requirements, processing central service communication and supporting ERP use and set up for service staff.

You will be required to work with a range of systems and processes relevant to the area of work, specifically TERMs and ERP to provide a responsive service to internal and external customers and to ensure information is provided in a timely manner to relevant team members to monitor performance.

The post holder will work flexibly across the service to provide support and cover commensurate with the scale of the role where required within any area of the service.

“This vacancy is open to internal applicants at North Northamptonshire Council Only”

What will you be doing?

Principal responsibilities

1. Carry out a wide range of administrative processes and procedures relevant to the allocated area of work, this could include, but is not limited to, supporting with recruitment activities, setting up and support interviews, process the onboarding of new recruits including access arrangements, process DBS checks, update pay rates on TERMs system ensuring standardisation with ERP, process service leavers, managing and updating the single central record, processing central service communication, supporting ERP use and set up for service staff.

2. Production of a wide range of both standard and complex reports from information held within various databases; to include analytical, statistical, and funding data. Where appropriate assisting less experienced colleagues in the production of documents to support efficient service delivery.
   

3. Undertake a wide range of enquires as well as service users.
4. To monitor data input within TERMs/ERP and take corrective measures to ensure that information is accurate and up to date. Working and liaising with the HR, MIS and Exams teams regarding the quality of the data within the system.
5. Develop, manage, and maintain information, using spreadsheets, databases, and corporate systems. Maintain all records in line with the General Data Protection Regulation and NNC retention policies. Produce appropriate reports as required.
   
6. Proactively support efforts and initiatives aimed at streamlining workflow throughout the Adult Learning Service; to include Identifying and assisting in the development of procedures; sometimes initiating change in order to support service delivery.
7. Participate in team development activities and provide formal assistance, day-to-day monitoring, and support to less experienced colleagues, and support the achievement of individual and team performance development and objectives.
8. Carry out a range of administrative tasks in relation to the functions within the service.
9. To provide cover for the wider service and other administrators during periods of absence, coordinating annual leave.
10. To actively develop and maintain positive and productive working relationships with colleagues and customers.
11. Demonstrate awareness/understanding of equal opportunities and other people’s behavioural, physical, social and welfare needs.
12. Ensure that reasonable care is taken at all times for the health, safety and welfare of you and other persons, and to comply with the policies and procedures relating to health and safety within the department.
13. Carry out any other duties which fall within the broad spirit, scope, and purpose of this job description.
    

General responsibilities applicable to all jobs

1. Demonstrate awareness/understanding of equal opportunities and other people’s behavioural, physical, social and welfare needs.
2. Comply with the Council’s policies and procedures including (but not limited to) safeguarding, financial regulations, promotion of equalities, customer care, agreed audit actions and health and safety (ensuring that reasonable care is taken at all times for the health, safety and welfare of yourself and other persons)
3. Understand the councils commitment to Corporate Parenting and take responsibility to support this commitment. Enable the council to be the best corporate parents possible to children and young people in our current and previous care.
4. Carry out any other duties which fall within the broad spirit, scope and purpose of this job description and which are commensurate with the grade of the post.

This job description reflects the major tasks to be carried out by the post holder and identifies a level of responsibility at which they will be required to work. In the interests of effective working, the major tasks may be reviewed from time to time to reflect changing needs and circumstances. Such reviews and any consequential changes will be carried out in consultation with the post holder.

“This vacancy is open to internal applicants at North Northamptonshire Council Only”

About you

Attributes

Essential criteria

Desirable criteria

Education, Qualifications and Training

Able to demonstrate a good level of general education equivalent to GCSE standard

Hold a Level 2 qualification in English and Maths.

Hold a Level 2 qualification in ICT or equivalent, or willingness to work towards.

Evidence of recent Continuing Professional Development and/or personal learning.

Level 3 qualification in Business Administration

Experience and Knowledge

Previous Experience of working in a busy office-based role, administrative or customer service

Reporting, analysing, and representing management information.

Understanding of office organisation and record maintenance

Maintaining and developing

databases and spreadsheets

Sound knowledge of General Data Protection Regulation

Good understanding and experience of business processes

Knowledge of TERMS

Experience of Crystal Reports

Project Administration

Experience of presenting information to a range of audiences

Experience of coaching others

Ability and Skills

Ability to problem solve.

Able to work flexibly and as part of a team.

Good written and verbal

communication skills including

telephone skills.

Excellent people skills and an ability to communicate with a wide variety of people.

Advanced IT skills across the Microsoft packages

Accuracy and attention to detail

Ability to maintain confidentiality.

Able to plan and manage workloads effectively including prioritisation and using own initiative.

Willingness to acquire new skills and cope with change.

Ability to identify and respond to changing service requirements

Equal Opportunities

Ability to demonstrate awareness/understanding of equal opportunities and other people’s behaviour, physical, social and welfare needs.

Additional Factors

Ability to travel freely as operationally required between locations in North and West Northamptonshire.

Our Benefits

Here at North Northamptonshire Council, we’re transforming for the better, using all our creativity and imagination to create the best life for our local people.

You’ll find that we have a wide range of careers that may be more surprising than you think!

Why choose us?

We offer a vibrant working environment with:

• a competitive salary
• a pension scheme, where we pay a significant contribution on top of your contribution. It provides life cover and ill-health protection.
• lots of opportunities to develop your skills, knowledge and potential in a large unitary council
• generous leave entitlement (28 days, rising to 33 days) and bank holidays, plus the option to buy up to an extra 10 days
• hybrid and flexible working arrangements, where practicable for service needs to help you with a healthy work-life balance.

We provide a range of great benefits such as an Employee Assistance Programme, an Employee Benefits Scheme, wellbeing support, travel rates at HMRC rates, as well as supporting a range of active Employee Network Groups.

About us

Our values define who we are and how we operate, by forming the foundation for how we interact with our customers, colleagues and provide our services. They are also at the forefront of our decision making and delivery and are:

Customer-focused
Respectful
Efficient
Supportive
Trustworthy

Our Key Commitments

Our key commitments help ensure that the priorities we make, now and in the future, maintain the necessary breadth of focus in those areas that we believe matter most.

We are proud to be a recognised Disability Confident Employer and is committed to providing an inclusive recruitment process and will offer an interview to disabled applicants who meet the essential criteria for the role.

North Northamptonshire Council re-signed the Armed Forces Covenant in June 2024 which highlights the Council’s pledge to support the Armed Forces community. The council obtained the silver status award for the Defence Employer Recognition Scheme (ERS) and we are now currently working towards achieving Gold status.

Further information can be found at Jobs and careers | North Northamptonshire Council (northnorthants.gov.uk)