Service Support Assistant – Leicestershire County Council

Service Support Assistant – Leicestershire County Council

To ensure confidential matters are dealt with in an appropriate manner.

Complete tasks (case notes, episodes, uploading documents, sending correspondence, etc.) on various information management systems within the timescales given and to a high standard, following agreed practices and procedures within service areas.

When directed, contact parents/carers, referrers and other agencies for the purpose of clarifying or seeking additional information.

Receive visitors and respond to and screen telephone calls, emails and other enquiries to provide a high level of customer care.

Undertake tasks to improve data quality in key systems, identify duplicate records, take responsibility for the assignment of unique client reference numbers for all referrals and notify these to manager’s, suggest actions to be taken to remedy specific issues. Participate and support the software champion role within the service areas across C&FS

Produce letters, reports, emails, minutes, spreadsheets and presentations etc. using a variety of software packages to a professional standard, maintaining diaries, making appointments and arranging meetings as required.

Organise, attend and take notes or minutes at meetings, including: Preparation and circulation of agendas and minutes. Booking of travel, venue, catering requirements and minibus hire/log.

To manage and co-ordinate a busy workload of incoming and outgoing correspondence and mail, taking appropriate action to record, track, progress and prioritise work, using own initiative as required to resolve non-complex queries and problems.

Maintain and develop additional systems to support the tracking of workload into the team supporting the team to meet turnaround times and customer service standards. This may include developing and maintaining spreadsheets and other IT based applications.

Produce basic statistics relating to service outputs on a monthly basis, making use of system reporting functions and other IT applications. Present managers with brief statistical information on a regular basis as required.

To use I-procurement to maintain adequate supplies of stationery, forms etc. and to process orders for goods required and check deliveries, including storage of consumables.

When required, provide cover for duty lines, taking messages and updating logs, and ensuring messages and information are passed on to the most appropriate person.

Maintain and operate filing, bring forward documentation collation and progress monitoring systems to support audit/inspection requirements.

To maintain and further develop a variety of manual and computerised record keeping systems relating to families. Monitor staff sickness absence, leave returns, mileage etc. and maintain a resource library.

Process and maintain monthly imprest/IRS returns, ordering of goods, banking, issuing receipts, keeping records of finances relating to trips, memberships, P-cards, crèches etc. and maintain inventories.

To ensure the Health and Safety of all users and all staff, taking responsibility for risk management and incident reporting.

To manage serious incident information to support the Senior Management team on a priority basis when requested.

Provide back up to colleagues, across service areas and to assist in handling urgent work on a day to day basis.

To carry out any other duties commensurate with the post.

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• No, I am not currently eligible to work (work permit/visa/citizenship) in the country to which I am applying.

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