Administrative Assistant/ Officer / Business Support Officer

About the job

Post Title: Administrative Assistant

Department / Service: Business Support & Transformation

Job Purpose: To provide comprehensive administrative support. To coordinate the work of a small administration team, allocating tasks and ensuring completion to meet deadlines. To provide induction and training to colleagues and new starters. To provide support to and to act as a point of contact for line manager in his/her absence.

Duties and Responsibilities - Job Specific

• To carry out an extensive range of clerical tasks e.g. typing, filing, photocopying, inputting, and scanning, creating and managing spreadsheets, reports.
• To answer the telephone bilingually in Welsh and English.
• To allocate daily tasks and monitor that they are completed within set time scales.
• To cover reception as required with an ability to deal effectively with a wide range of queries from or signpost callers.
• To deal with all incoming and outgoing mail, internal, external and fax.
• To send out documentation on behalf of practitioners to Service Users or other Agencies ensuring that the recording systems are followed.
• To input and maintain electronic data systems and carry out data validation.
• Be able to deal with information that is confidential and/or sensitive.
• Ability to handle cash transactions. Accept payment and issue receipts, carry out banking duties in line with financial regulations.
• To be a team player and assist colleagues as required.
• To undertake training as required.
• Maintain the office environment in clean, tidy and professional-looking, including noticeboards and public areas as required.
• To undertake Health & Safety routine tests and checks.
• Organise and cancel appointments and meetings for practitioners as required.
• Minute taking at complex meetings, (i.e. Legal/statutory) as required and directed by manager/supervisor.
• To plan and allocate work within the admin team.

Duties and Responsibilities Corporate

• To be responsible for establishing good working relationships both internally and externally.
• Compliance with the Authority's Policies and Procedures and to make known to Senior Officers any areas which are not adequately covered.
• To participate actively in supporting the Authority's principles and practices of equality of opportunity as laid down within the Equalities Policy.
• To be responsible for the application of Health & Safety practices within the daily operations, sharing a common responsibility for Health & Safety across the department, directorate and Authority as a whole.
• Employees will be required to give certain information relating to themselves in order that the Authority may properly carry out its duties, rights and obligations as an employer.
• The Authority will process and control such data principally for personnel, administrative and payroll purposes.
• As a term of your employment and in order to maintain effective departmental operations, you may be required to undertake any other reasonable task, commensurate with your grade, as determined by your Line Manager or Head of Service.
• We are committed to safeguarding children and vulnerable groups. All Council employees are expected to be aware of the Corporate Safeguarding Policy and their responsibility to report any concerns in the appropriate manner and timescales.

PERSON SPECIFICATION

Knowledge & Skills

• Good standard of education (5 GCSE or equivalent)
• Knowledge of Microsoft Office Software ECDL or equivalent.
• Knowledge of WCCIS (Client Information system)
• Minute taking
• Ability to communicate in English.
• Ability to communicate in Welsh (subject to the skills mix of the team).
• Knowledge of Financial Regulations
• Experience of working in an office environment.
• Knowledge of data protection legislation.
• Knowledge and understanding of confidentiality.

Supervision & Management

• Attend and contribute to own supervision manager.
• Provide direction and on the job training to junior staff and new starters.

Creativity & Innovation

• Contribute to the development of office practice and procedures.
• Knowledge of other Council Services required to deal with queries and signpost people.

Contacts & Relationships

• Ability to communicate with people from all socio/economic backgrounds.
• Ability to communicate politely and courteously.

Decisions / Recommendations

• Will be able to make decisions within Council policy without reference to others.
• Ability to manage own workload without reference to others.

Resources

• Ability to handle various sources of data.

Physical Demands

• Ability to work to deadline.
• Ability to work in an office environment.