Team Support Officer (Homelessness) x2

ABOUT THE ROLE

Individuals who rough sleep face many challenges in accessing the support they need to change their personal situation. In order to achieve this aim, we think it essential to deliver specialised homelessness services to those that rough sleep in the square mile, so that individuals can safely and quickly move away from the streets and get the ongoing support to not return to rough sleeping.

The City of London Corporation (CoL) is seeking to recruit two Team Support Officers to complement its existing Homelessness, Prevention & Rough Sleeping Service in proving high level, professional and confidential administrative and secretarial support.

The role will require someone to be proficient in MS Office packages and other IT software, facilitate and minute meetings and provide financial support to the department, among other duties.

The successful candidates will work either in the Rough Sleeping or Pathways teams.

MAIN DUTIES & RESPONSIBILITIES

• Provide high quality, confidential administrative and secretarial support to the People’s Directorate. This includes the production of letters, memorandums, reports, committee reports, presentations and general typing using MS Office packages and other IT software.
• Ensure corporate formats and style are used, that all documents are accurate, of a high grammatical and presentational standard and that deadlines are met.
• To deal with general enquiries in person, by telephone, email and ensure that all responses to enquiries are well researched, accurate and timely.
• To carry out research for projects and other administrative tasks as directed.
• To organise and minute a range of strategic and operational meetings including but not limited to the Safeguarding Enquiries, Best Interests, Complex Needs Panel, the Hoarding, Self-neglect and Fire Risk Panel, and inspection preparation meetings.
• This includes upkeep of the electronic diary, planning, writing, and circulating agendas and collating and distributing papers/materials prior to meetings in a timely manner.
• It also includes taking, producing, and disseminating minutes within the timeframes given and organising venues – booking meeting rooms, catering and equipment as required.
• Managing visitors who attend the meetings and ensure meeting rooms are prepared in advance with appropriate documentation and/or equipment and that the rooms are cleared in readiness for other users.
• Provide support at meetings, some of which may be out of normal office hours.
• To support teams in adult services to prepare for inspections such as CQC inspection, peer reviews and other inspections which may arise. This includes, organising and timetabling meetings and diaries, collating information and documentation and supporting inspection teams when on site.
• To support the organisation and administration of any events across adult services such as consultation or launch events.
• In line with customer care standards and with a courteous manner act as first point of contact for enquiries from other staff, Committee Members, members of the public, representatives of outside organisations, agencies etc. giving relevant information and dealing with queries where possible or using own initiative to bring matters to the attention of the relevant team members or SMT Officer.
• To support the co-ordination of responses to Complaints and Freedom of Information requests within agreed timescales ensuring that responses sent out are accurate and to a high standard.
• Manage confidential filing systems, ensuring that all correspondence or other documents can be retrieved with minimal delay ensuring that records and systems are kept up to date and accurate.
• To proactively provide assistance, support and cover for the Executive Assistant to the Assistant Director, People’s Services if required.To raise Purchase Orders on CBIS as directed, and to use the correct financial codes when dealing with Purchase Orders or the corporate credit card.
• Ensure procedures in relation to finance and procurement protocols are adhered to including ensuring all purchases are valid, reconciling goods and servicing received by the CoL using CBIS financial system and meeting audit requirements.
• Actively seek to implement the City of London’s Occupational Health and Safety Policy in relation to the duties of the post, and at all times give due regard to the health and safety of both themselves and others when carrying out their duties.
• Actively seek to implement the City of London’s Equal Opportunity Policy and the objective to promote equality of opportunity in relation to the duties of the post.
• To undertake any other duties that may reasonably be requested appropriate to the grade.

CANDIDATE REQUIREMENTS

Please find below the qualifications, experience and technical skills required to undertake this post. Each criterion will be assessed at application (A), interview (I) or test (T) as indicated below.

Experience Required

• Experience of taking minutes at meetings, arranging diaries for managers as required, and responding to a range of communication or correspondence from Committee members, other departments and outside organisations (A, I).
• Experience of a customer care role (A, I).
• Experience of prioritising, working flexibly and time management (A, I).
• Experience of drafting reports and letters and other forms of written communication (A, I).
• Experience of diary management (A, I).

Technical Skills & Knowledge

• Excellent proficiency in using Microsoft Office, Outlook, Excel, Power Point (A, I).
• Good planning and organising skills (A, I).
• Ability to take accurate meeting minutes (A, I).
• Skills in the use of databases and a detailed knowledge and awareness of using the internet and the intranet (A, I).
• Good verbal and written communication skills (A, I).
• Ability to understand, interpret and constructively use information gathered in the course of duties to support the service (A, I).

Professional Qualifications / Relevant Education & Training

• NVQ level 3 in Administration or Business Studies or equivalent skills, knowledge, and experience. (A, I).

Other Relevant Information

• The post holder must be flexible in their working hours to support the needs of the business (A, I).

To view the JD and application process, please click here –> City of London – Team Support Officer (Homelessness) – JD 2025

Location: Guildhall, EC2V – Hybrid – you’ll be expected to be in the office at least 3 days per week or 60% of your working time in the office.  

Closing date: Wed 19th March 2025 at 12 noon.