ICS Administrative Assistant (IT)| High Wycombe (United Kingdom) | Full-time (40 Hours) | Temporary

To meet the needs of the Church, we seek to build teams that represent the diverse perspectives, broad life experiences and backgrounds of our global Church membership. With that in mind, we encourage all qualified applicants to apply.

The ICS Administrative Assistant supports the ICS (Information and Communications Services) department by handling administrative duties, organising schedules, managing documentation, coordinating IT-related projects, and providing general support to IT personnel. This role ensures that the IT team functions efficiently by taking care of the administrative tasks, enabling them to focus on technical challenges and projects.

• Prepares documents, reports, charts, and graphs.
• Schedules and/or coordinates meetings.
• Creates and/or maintains filing systems.
• Collects data and compiles information.
• Answers telephone and responds to routine calls/inquiries.
• Performs data entry activities.

Employees at this level work under minimal supervision and handle complex issues and problems that require comprehensive working knowledge and independent non-routine decision making using initiative, originality, ingenuity, and sound judgment. This is a temporary position, anticipated to last for up to two years.

Responsibilities

• Provide general administrative support to the ICS department, including managing calendars, scheduling meetings, and coordinating appointments for IT personnel.
• Maintain and organize IT-related documents, including system/process instructions, and vendor contracts. Ensure that records are accurate, up-to-date, and easily accessible.
• Assist in tracking IT hardware and software inventory, ensuring proper documentation for purchases, shipment, and disposal of equipment.
• Act as a liaison between IT staff and other departments, communicating IT-related information to non-technical staff and ensuring that inquiries are properly directed.
• Manage the procurement process, including communicating with vendors for equipment orders, repairs, and technical support services.
• Work with communication service providers in managing mobile line features and SIM-cards.
• Provide logistical support for IT projects, including coordinating resources, tracking project timelines, and assisting with project documentation.
• Help facilitate onboarding for new IT staff and assist with training staff on using IT systems, tools, software, and mobile.
• Track and manage the IT department's budget, process invoices, and ensure that IT spending stays within budget.
• Review and distribute charges for various IT services.
• Enter data into IT management systems, generate reports on equipment, software usage, or IT service tickets, and assist with maintaining accurate databases.
• Ensure adherence to organizational policies related to IT governance, data protection, and security, assisting with audits and compliance documentation.
• Works under limited supervision, responsible for scheduling own activities and achieving management/department objectives.
• Assist with reception coverage as needed.

Qualifications

• It is expected that candidate resides or is willing to relocate within an hour from the Area Office in High Wycombe.
• High School Diploma or equivalent or 1 year of experience or education on technology. Previous administrative experience in an IT environment or a similar role is preferred.
• Utilize Microsoft Office and other business software at an advanced level, create and perform analysis on spreadsheets, prepare presentations, take notes and minutes, and create and update word documents.
• Provide advanced research, analytical, and data summation support.
• Communicate professionally in writing and verbally.
• Basic understanding of IT systems, software, and hardware.
• Experience with project management tools (e.g., Planner, ClickUp). Familiarity with IT service management systems (e.g., ServiceNow).
• Excellent verbal and written communication skills for interacting with IT staff and other departments. Friendly and professional demeanor when dealing with internal users or vendors.
• Proactively anticipate needs and think strategically, take standard processes and procedures and adapt to address complex problems and find less obvious solutions.
• Problem solve and resolve complex conflict and problems through sound decision making.
• Strong organizational abilities, attention to detail, and time management skills, able to prioritize work and needs.
• Ability to resolve administrative issues and support IT staff with daily challenges. May train, mentor, others in similar tasks.

To successfully perform the essential functions of the job there may be physical requirements which need to be met such as sitting for long periods of time, lifting boxes with equipment, and using computer monitors/equipment.