Management Support Officer

MAIN PURPOSE OF THE JOB: Carry out a variety of business support functions effectively and efficiently in order to ensure that the aims and objectives of the Head of Service are fully achieved. Main Responsibilities: * Work closely and individually with the Head of Service to enable him/her to make the best use of his/her time by dealing with the administrative and secretarial tasks. * Be the first link between the Head of Service and people inside and outside the organization and at all levels. * Screen telephone calls, inquiries and requests and decide on the appropriate action to be taken. * Manage and keep the Head of Service's diary and organize appointments, ensuring there is enough time to prepare for the meetings and allow enough travel time. * Dealing with the mail that comes into the Head of Service's office delegating tasks where appropriate and starting to take follow-up actions as required. * Ensure that relevant and timely information is available to the Head of Service to enable him to prepare well for meetings. * Work proactively to ensure that all papers and correspondence are available to him/her in good time before any meeting. * Devise and maintain office systems to support the efficient operation of the Head of Service's office e.g. filing papers, managing data. * Provide administrative support for the site's fund car scheme. * Carry out any other duties that it is reasonable for the Head of Service to ask you to carry out from time to time. * Take notes/minutes in meetings as required by the Head of Service or managers. * Organize meetings and ensure that reports are brought forward in a timely manner for review. * Process creditor and debtor payments for the Business Support unit to ensure that the departments comply with the financial regulations and performance targets. * Ensure that effective arrangements are made for ordering the Department's fund cars, and that all documents relating to these vehicles are kept. * Supply during absence according to your line manager's requirements. * Carry out any reasonable request from your line manager in the department