We are looking for an Administration Officer that will provide a comprehensive, robust administrative support service to support the Public Health Team and Public Health CPPO/CO within the Commissioning Team.
Duties and Responsibilities:
The post-holder will be required to:
- Provide core administrative functions;
- Ensure that business needs are prioritised and managed effectively;
- Carry out other duties commensurate with the grade of the post.
Administrative Duties:
- Managing incoming communications (email, post, telephone calls) and highlighting/prioritising key points to follow up;
- To create electronic documents, reports, letters etc from copy and dictation;
- To highlight issues of a urgent nature to relevant senior members of the team;
- Set up and maintain electronic and manual filing systems allowing easy retrieval;
- Organise travel, accommodation and hospitality requirements;
- Establish and maintain a pass back system for staff supporting;
- Process payment of invoices and tracking of financial transactions using Oracle;
Administrative Support for Meetings/Team Activity:
- To make arrangements for meetings and events including the booking of venues, arranging refreshments, sending invitations, organising agendas, and taking minutes;
- Undertake progress/chasing tasks arising from meetings;
- The preparation, production and presentation of documents and minutes from own notes and from a variety of sources of information;
- To assist in the management of the electronic diary for members of the Public Health Team and CPPO/CO;
The candidates must have:
- BTEC National in Public Administration
- NVQ 3 Business Administration or relevant equivalent
- Experience of complex issues and problem solving;
- Liaising with a range of professionals
- Managing own workload
- Organising events, conferences, meetings administration;
- Minute taking
- Dealing effectively with the public;
- Financial procedures;
- Experience of working with databases and management information systems
- Production and analysis of performance reporting
- Initiating and monitoring new office procedures
- Diary Management
- Good interpersonal skills
- Excellent planning and organisational skills
- Excellent communication skills
- Excellent IT skills including use of all the Microsoft packages
- Excellent keyboard skills, with a minimum requirement of 35 wpm
- Numerate and literate
- Being able to work on your own initiative
- Ability to work alone and as a team player
- Ability to work to tight deadlines
This is an office working role which is hybrid. The successful candidate will need to be inducted and trained in the office for 2-4 weeks then will work 2 days in the office and 3 days at home from 830-5pm (Mon-Thurs) and 830-420 (Fri).
The position is Full Time, Temporary for Nine Months or until the return of the substantive post holder.
