Document Sample
Title:                 Business Support Officer – Audit & Risk

Grade:                 B2

Reporting to:          Governance and Business Support Manager

Job Purpose
The Business Support Team provides executive support to the Chief Executive and Directors
Group to ensure the strategic objectives of the Association are met and agreed timelines are
achieved. This includes writing reports, drafting agendas, arranging meetings, collating papers for
committee meetings and minute taking and distribution.

The primary responsibility of the Business Support Officer (Audit & Risk) is to ensure that the
Association is kept up to date on risk and audit issues. This role works closely with the Audit
Committee, the internal and external auditors and the Finance Director to ensure audits are
planned and scoped appropriately and that recommendations from audits are implemented.

It is vital that this role is able to confidently manage relationships with staff at all levels of the
Association including peers, Senior Managers, Executive Team, and the Board of Management –
especially the Audit Committee. The Business Support Officer (Audit & Risk) will be responsible
for gathering information from various members of staff at all levels of the organisation. It is
important that the person in this role is able to build a good working relationship with colleagues in
order to gain the information required, negotiate timescales and when necessary ensure that
timelines are adhered to.

Overall Objective
1.       To work with the Executive Team to ensure the implementation of the internal and external
         audit plan.
2.       To ensure that the Association implements recommendations made by the internal and
         external auditors, producing evidence to internal and external auditors as required.
3.       To proactively work with the Executive Team and Senior Managers to ensure effective controls
         are in place to minimise risks to the Association.
4.       To proactively provide efficient Business Support Services for the Association as instructed by
         the Business Support Manager.
5.       To work in a cohesive and co-ordinated manner within the Business Support team to ensure
         standards of service are maintained and delivered in a manner that is second to none.

Principal Accountabilities and Key Deliverables
1. Risk and Audit
1.1      Work with the Chair of the Audit Committee and Executive Committee to sure there is robust
         audit work plan for the Association
1.2      To act as a conduit between the Association and the internal and external auditors, arranging
         meetings, dealing with enquires and updating information efficiently and appropriately.
1.3      To work effectively with the Chair of the Audit Committee ensuring that he is kept up to day
         with relevant information and information from him is disseminated accurately to other
         members of the Audit Committee and Senior Managers as appropriate.

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1.4      Ensure the Association maintains an up to date audit evidence folder with details of how
         recommendations have been implemented.
1.5      To have oversight of the Associations corporate and departmental risk maps, ensuring these
         are updated on a regular basis
1.6      Attend Executive Team meetings on a monthly basis to give updates on audit
         recommendations and the Association’s corporate and departmental risk maps.
2. Business Support
1.4      To work closely with Business Support Officers in the provision of a proactive, high
         performance Business Support function that is second to none, ensuring uniformity and
         continuity is maintained in the quality, speed, effectiveness and professionalism of delivery.
1.5      Provide secretarial and administrative support to the Board, Chief Executive and Directors of
         the Association as directed by the Business Support Manager, ensuring that the standard of
         delivery meets that required by the Association.
1.6      Develop and implement as necessary effective recording and monitoring systems to ensure
         the Business Support department responds accurately and efficiently to meet Regulatory
         requirements and statistical returns and other enquiries as required by the Association.
1.7      Undertake research as required as part of a research and information service for the Board
         and Executive Team.
1.8      Ensure all routine enquiries received from Stakeholders, Partners, Agencies, General Public
         and Regulatory Bodies are logged promptly and dealt with efficiently and appropriately, liaising
         with other staff of the Association as necessary.
1.9      Prepare and produce Reports and presentations as may be necessary within the required
         timescales to a high standard of accuracy, presentation and uniformity.
1.10     Assist as required in the preparation and creation of documentation for the effective
         organisation of meetings, agendas and papers for the Executive Team and Board Meetings as
         instructed by the Business Support Manager and in line with required deadlines.
1.11     Responsible for the accurate completion and timely distribution of performance data and
         information as may be required, ensuring the same is presented to a high standard.
1.12     Attend meetings as necessary and record accurate Minutes to be circulated in accordance
         with distribution requirements following the meeting.
1.13     Assist the head of the Business team in ensuring the Association meets its requirements in
         relation to Company Secretarial activities including maintaining records and making returns.
         This will include Board minutes, fraud register, hospitability register, schedule 1 register, use
         of the seal, and FSA returns.
1.14     Keep abreast of internal and external developments relevant to the Association ensuring that
         the Business Support function is able to pre-empt requirements and proactively manage the
         services provided.
1.15     Responsible to ensuring that at all times that internal and external users of the Business
         Support function are dealt with politely, professionally and in a manner that demonstrates
         professionalism, knowledge and continuity of service.
1.16     Undertake other duties associated with the provision of Business Support as directed by the
         Business Support Manager.
Key Relationships
1.17     Provide an excellent level of customer care to all tenants of the Association
1.18     Deal appropriately with enquires from external customers including MPs, Councillors and
         representatives from Local Authorities.
1.19     Build effective and respectful relationship with other members of the Business Support Team
         and positively contribute to the development and progression of the team
1.20     Build effective and respectful relationships with other members of staff in the Association in

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          order to provide an appropriate Business Support Service
2.       General
2.1       Promote the best interest of the Association and its Policies in all areas of work.
2.2       Fully, implement, utilise and promote new technology in all areas of work, keeping accurate
2.3       Comply with the Association’s Health and Safety Policy, reporting any matters of concern to
          the Corporate Services Director.
2.4       Comply with and promote the Association’s Customer Care standards in all areas of work.
2.5       Carry out any other duties commensurate with this post at the request of the Business Support
2.6       Attend any of the Association’s offices as may be required.
2.7       Ensure that own work meets the Association’s Quality standards and internal assurance
2.8       Ensure ‘best value’ purchase is achieved and maintained.
2.9       Actively support and strive to achieve the Association’s continuous improvement aims.
3.       Equal Opportunities
3.1       Actively promote the Association’s Equal Opportunities and Diversity Policies in all aspects of
          duties relating to staff, tenants, contractors/consultants and external agencies.
4.        Proficiency Levels

        Self          Communication             Service               Internal           Management of
     Management          Skills                Excellence            Assurance              Change

       Level 4             Level 3               Level 4                Level 3                 Level 2

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Title:                 Business Support Officer

Grade:                 B2

Reporting to:          Business Support Manager

         Attributes                       Essential                                 Desirable
Experience                     At least 2 years experience of              Experience of attending and
                                providing administration in a                taking minutes of Audit
                                technical environment which                  Committee Meetings
                                required gathering information,             Experience of internal audit
                                interpreting and taking action.              processes including planning,
                               Experience of producing reports for          fieldwork and follow up
                                various audiences.                           /exception reports
                               Experience of liaising and
                                communicating with senior staff.
                               Experience of internal audit and
                                risk work
                               Experience of meeting deadlines
                                and working under pressure.
                               Experience of undertaking
                               Experience of developing and
                                maintaining effective recording and
                                monitoring systems.
                               Ability to understand Housing
                                Association regulations.
                               Experience of working within a
                                cohesive team.
Knowledge and Skills           Excellent oral and written                  Ability to provide training and
                                communication skills with the                guidance on internal audit
                                ability to write Reports, Policies           processes and procedures
                                and Procedures.
                               highly-motivated and proactive
                                individual with excellent numeracy,
                                communication and reasoning
                               Good analytical and problem
                                solving skills
                               Highly computer literate with the
                                ability to use IT in performance
                                monitoring, including the use of
                                spreadsheets and graphs.
                               Self confident with the ability to
                                work under pressure and meet
                               Ability to prioritise and organise
                                workload with minimum
                               Ability to work effectively with staff

Business Support Officer November 2010                                                       Page 4 of 5
                                at all levels.
                               Conscientious and efficient with the
                                drive and motivation to deliver
                                continually high levels of
Commitment                     Team working and highly customer
                                focussed and diplomatic approach.
                               Implementing the Association’s
                                Equality and Diversity policy.
                               Able to be flexible in approach to
                                hours worked and to attend
                                evening meetings when required.
                               Takes responsibility for own
                                training and development.
                               Committed to social housing
                                objectives and those of the
                                Association’s Working Agreement
                                and Leadership standard.
                               Strives to deliver excellent
                                performance and continually
                                reviews to ensure delivery of the
                                same is achieved.
Education:                     Good standard of education
                                preferably A level standard and/or
                                relevant experience.
Other:                         Ability to attend occasional evening

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