Business Support Assistant in Milton Keynes, Buckinghamshire

Business Support Assistant (Disabled Facilities Grants)

Hourly rate: £15.07

Working hours: 37 Monday-Friday

Location: The Civic 1 Saxon Gate East MK9 3EJ - 4 days office based

Contract: 3 months

Job Purpose

To provide comprehensive administrative support to the Milton Keynes City Council Disabled Facilities Grant (DFG) team, ensuring the effective coordination, monitoring and processing of grant applications and related activities. The postholder will support DFG Officers by maintaining accurate records, managing correspondence, coordinating appointments and providing excellent customer service to residents, contractors and partner agencies.

Key Responsibilities

• Provide efficient administrative support to the Disabled Facilities Grant (DFG) team.
• Act as a first point of contact for residents, contractors, Occupational Therapists, housing providers and partner organisations, responding to enquiries by telephone, email and correspondence.
• Process and monitor DFG applications, ensuring all required documentation is received, recorded and progressed within agreed timescales.
• Maintain accurate and confidential electronic records, databases, spreadsheets and case management systems.
• Coordinate appointments, meetings, panel arrangements and diaries for DFG Officers and associated staff.
• Prepare, issue and monitor correspondence, reports, forms, meeting notes and other service documentation.
• Manage shared mailboxes and workflow trackers, ensuring actions are completed and escalated where appropriate.
• Support the monitoring of service performance by maintaining data, producing reports and assisting with performance returns.
• Assist with invoice processing, payment tracking and maintaining accurate records of expenditure.
• Liaise with contractors, surveyors, housing teams and other stakeholders to support the timely progression of adaptations and grant-funded works.
• Undertake data quality checks and ensure compliance with data protection, confidentiality and council policies.
• Support service improvement initiatives, audits and quality assurance activities.
• Carry out general administrative duties as required to support the effective delivery of the DFG service.

Person Specification Summary

The postholder will have strong administrative and organisational skills, excellent attention to detail, good communication and customer service skills, and the ability to manage competing priorities. Experience of working with databases, spreadsheets / excel and case management systems is desirable, as is knowledge of Disabled Facilities Grants, housing services or Adult Social Care processes.

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All offers will be subject to satisfactory compliance screening, including right to work in the UK and references. In addition, due to the nature of the role the appropriate level of criminal record disclosure will be undertaken.