Administrative Assistant

Main purpose of the job:

To provide comprehensive administrative support to a range of services across the Council to meet the core business needs of the service (as deployed by the Team Leader and agreed with the Customer Service Operations Manager.

Main Duties and Responsibilities:

1. Under the direction of the Team Leader, to ensure that key administrative tasks assigned are undertaken and delivered as set out within the Service Level Agreement, meeting agreed timescales and frequency.

2. To work within consistent business support and administration processes and

3. To develop an understanding of the specific business support and administration needs of the service area where the post holder provides administrative support.
4. To develop an in-depth knowledge of legislative and statutory requirements of the service area and understand how this impacts on their role, ensuring that these are met as outlined within the Service Level Agreement.
5. To adopt systems and processes to meet operational needs of the team and to ensure that the team's data and information is accurate, up-to-date and of a high
6. To adopt a flexible approach to working, and, under the direction of the Team Leader, respond quickly and effectively to peaks and troughs in service To develop an understanding of all business support hubs which will allow greater resilience and flexibility across all areas of business support

Specific job activities include:-

1. Meetings Support - including room bookings, collation and distribution of papers, keeping record of attendance and taking minutes at key statutory, strategic and partnership meetings including conferences, Panels and professional meetings. This will include meetings at various levels.

2. Email Support - including monitoring team/group and duty inboxes, following up any actions as appropriate and responding within agreed timescales.

3. To accurately record confidential information on the relevant IT systems including and run reports for the appropriate service area supported.

4. To support the service area in relation to finance systems, invoicing and procurement, adhering to audit requirements and using specific Council systems etc.

5. Provision of general administrative support to the service area including keeping track of up-coming events, on-line research and data returns, support for reporting and provision of performance statistics, preparation of legal bundles and contracts etc.
6. Responsibility for collection and distribution of post received in either hard copy or electronic format and scanning as appropriate to ensure a paperless environment is in place

7. Provision of general administrative tasks such as data entry, photocopying, faxing and managing both hard copy and electronic filing systems.

8. Liaison with IT contractor and the Web Team, updating web content for their specific service areas.
9. To support managers/professional staff in ensuring that their electronic diaries are kept up to date with visits, and are accessible to everyone in the team, enabling administrators to maintain up-to-date electronic team calendar.

10. Cover reception areas and other customer focused duties as required to meet service needs and ensure appropriate levels of support is adhered to.

11. Office Supplies - including reviewing stocks and supplies and placing relevant orders and liaising with Facilities on any specialist service requirements for which they hold the

12. The postholder is expected to work on their own initiative, with appropriate advice and guidance from their Team Day-to-day workload will be assigned and managed by the Team Leader.
13. The postholder will be required to adopt an effective and efficient approach to the delivery of the service to enhance outcomes of the service area, as well as consistent working practices and processes which maximise the use of new technology and efficiencies.

14. The postholder will be required to undertake any other duties commensurate with the role and grading as directed and requested by the Team Leader.

Requirement:

Essential

• Good level of general education,
• Good numeracy and literacy skills
• NVQ Level 2 in Business Administration
• Experience in providing comprehensive administrative support, across a range of services and/or individuals
• Experience of managing electronic or hard copy filing systems
• Demonstrable organisational skills and the ability to organise and prioritise work to competing demands
• Experience and competence using IT and common business support packages including Word, Outlook, Excel, LiquidLogic, Capita, Child View and Business Objects (BOXI) as well as recognition of the importance of the effective use of ICT to deliver streamlined, efficient administrative tasks
• Ability to effectively produce a range of documents including letters and minutes of meetings
• Ability to accurately and efficiently input and maintain information on client contact and case work
• Ability to communicate in a manner which is easily understood and tailored to meet the needs of the
• Ability to take ownership of work and fulfil agreed commitments, checking work for accuracy.
• Demonstrable experience of identifying/recognising potential problems, and taking appropriate action to meet the needs of the service
• Ability to think about alternative ways of doing things and being open to new work practices and responsive to change.
• Knowledge and understanding of supporting legislation and current best practice in relation to services.