Business Support Officer

Job summary

The Corporate Services Team sits at the heart of DBCC’s day-to-day operations, providing the business support, governance and administrative services that enable the organisation to deliver its statutory functions effectively. The team supports the Chair, Commissioners, Senior Leadership Team and wider staff by coordinating meetings, managing correspondence and shared mailboxes, maintaining accurate records and action logs, supporting finance and procurement processes, assisting with HR and recruitment administration, and helping to ensure that information, policies and systems are well organised and up to date.

Job description

Reporting to the Head of Business, the Business Support Officer has a key role in supporting and helping to develop administrative and governance systems within the DBCC. Key responsibilities include:

• Collaborate with stakeholders across DBCC including local authorities, Welsh Government, MHCLG, suppliers, and Commissioners
• Acting as the first point of contact for the DBCC, including taking phone calls and answering general queries to ensure the effective running of the DBCC and Corporate Support Team.
• Organise events and meetings, and provide an efficient secretariat function, including drafting agendas, compiling papers and taking minutes.
• Create and maintain accurate records, distribution lists, plans and actions logs to support the DBCC.
• Supporting the continuous improvement of the DBCC by reviewing how we engage and work with other teams within the organisation and their structure, including gathering evidence for Welsh Government Net Zero reporting.
• Management of shared mailboxes and responding to queries, as appropriate.
• Undertake administration and ad hoc duties to support DBCC Chair, Senior Leadership team, the wider DBCC team and Chief Executive.
• Support the Senior Governance and Finance Manager and wider DBCC, raising purchase orders and processing invoices, liaising with suppliers, together with any other ad hoc finance duties.
• Support the Human Resources function including the recruitment function and administration of the Civil Service Jobs portal.
• Information Management, such as maintaining physical paper documents together with Teams/SharePoint Folders and the update/review of policy documents.
• Analyse information or data and draft reports tailored to diverse audiences.
• Assist with project and activity planning, researching options, progress tracking and reporting where appropriate.
• Support the wider DBCC by assisting with temporary cover for other colleagues.
• Support the culture of the DBCC by assisting with, and contributing to, team meetings, development days, events and internal communications.
• Undertaking all mandatory and relevant training.

Person specification

Behaviours

Below are details of the Success Profiles that make up this role. Demonstrating all the behaviours listed below is essential at either application or interview. You can read more about Success Profiles and how they are used as an assessment method before completing your application.

We'll assess you against these behaviours during the selection process:

• Managing a Quality Service (Lead Behaviour)
• Working Together
• Delivering at Pace

Key Skills & Experience

Essential – must be demonstrated at application and interview

• Welsh language skills is a requirement for this post (further details below*)
• Experience of building effective relationships with a range of stakeholders, including senior stakeholders
• Proven experience of organising effective meetings, workshops & events
• Experience of facilitating or supporting networks within a complex organisation
• Experience of helping to deliver change or improvements in their area of work
• Excellent communication skills (written and verbal) and the ability to communicate with a wide audience base, including senior stakeholders
• Excellent planning and organisational skills and attention to detail
• Ability to deliver at pace, prioritising work effectively, ensuring deadlines are met
• Ability to take steps to understand customer needs and to deliver work which meets expectations
• Ability to work effectively with a team, supporting colleagues as well as prioritising own development and wellbeing

*Welsh Language Requirement :

Welsh language skills are essential for this post.

Understanding:

3 = Can understand routine work-related conversations

Reading:

3 = Can read some routine work-related material with support e.g. dictionary

Speaking:

4 = Can converse in most work-related conversations

Writing:

3 = Can prepare routine work-related material with checking

Welsh Language:

The Commission is subject to the Welsh Language Standards as set out in the Compliance Notice issued by the Office of the Welsh Language Commissioner, which commits to the principle that in the conduct of public business in Wales, the Commission will treat the Welsh and English languages on a basis of equality.There would therefore be opportunities for Welsh Speakers to make use of their ability.

Desirable

Desirable criteria will be used when there is a need to distinguish between candidates who are closely tied or the same after the initial consideration of essential criteria, at sift and / or interview.

• Experience of using AI tools, such as CoPilot, to improve efficiency
• Experience of Microsoft Business Central and using knowledge systems or software

Behaviours

We'll assess you against these behaviours during the selection process:

• Managing a Quality Service
• Working Together
• Delivering at Pace

Benefits

Alongside your salary of £30,755, Democracy and Boundary Commission Cymru contributes £8,909 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

Benefits

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

Learning and Development

Benefits of working for the Civil Service

Whatever your role, we take your career and development seriously and want to enable you to build a really successful career with the DBCC and wider Civil Service. It is crucial that our employees have the right skills to develop their careers and meet the challenges ahead, and you’ll benefit from regular performance and development reviews to ensure this development is ongoing. As a Civil Service employee, you’ll be entitled to a large range of benefits.