Administrative Support & Data Entry Specialist

Thrive Oldham are delighted to be working with our client in the Leicestershire area who are actively looking to recruit a Business Support Assistant.

Job Purpose

To provide efficient and effective clerical, typing and database support to Children and Family Services. To be a valuable point of contact for members of the public, staff elected members and partnership agencies. It is vital to the future of the department that the post holder is flexible in taking on additional tasks, willing to offer help to employees and treats co-operation and support for colleagues as a top priority.

Main Duties and Responsibilities

• To accurately enter data onto database systems, maintain a log of data entry and to make best use of database system processes for qualitative entry.
• To accurately type a range of reports, general correspondence and a variety of other records and documents using a word processor and database systems, ensuring work is completed on a priority basis.
• To maintain appointment diaries, arrange meetings and other appointments, book rooms and maintain filing systems.
• Liaising with field staff, linked institutions and groups to obtain and distribute necessary information as directed by the Business Support Officers.
• To deal with incoming and outgoing mail, faxes and emails, file, photocopy, shred and to undertake a range of other clerical tasks.
• To deal with incoming and outgoing telephone calls and liaise with teams, other officers of the authority, partner agencies, clients etc. and to facilitate the greeting of visitors, all necessary to the efficient functioning of the Service.
• To assist in the organisation and administration of service and training events, attend meetings and take minutes when necessary, including the design and production of newsletters.
• To use I-procurement to maintain adequate supplies of stationery, forms etc. and to process orders for goods required and check deliveries.
• Ordering/logging of IT/telephone/mobile telephone support for the Service.
• Maintaining an inventory of staff development, ICT equipment, resources and facilities to enable effective delivery and to meet administrative requirements.
• To process and liaise with teams, departments or agencies as required, including: prompt delivery and collection of reports, notifications, court lists, and bail packages to and from Court. Liaison with schools regarding submission of school reports on offenders and related matters. Liaison with Crown Prosecution Services and solicitors relating to information on offenders.
• To process referrals from internal/external agencies that are linked to current administration processes of data inputting within the service areas.
• Under line management supervision, maintain an imprest account i.e. deposit and withdraw money from the petty cash tin for officers as required and to assist in the processing of invoices, matching delivery notes and analysis where appropriate.
• Providing cover on a duty rota to assist colleagues in dealing with generic email boxes and day to day administrative tasks and processes, monitored through a Duty desk.
• To collate and record statistical information, completing returns and records as necessary.
• To maintain 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.
• To assist with cover arrangements for other colleagues, as directed by the Manager, including occasional cover required for other office bases.
• To respect the confidential nature of the work in line with the Data Protection Act.
• To carry out any other duties as required commensurate with the post.

Special Factors

• To ensure a safe working environment in accordance with Health and Safety regulations.
• The nature of the work may involve the jobholder carrying out work outside of normal working hours.
• To attend fire drills, staff meetings, training courses and conferences from time to time as required by his/her own training needs and the needs of the Service.
• To recognise and promote the Leicestershire County Council Equal Opportunities Policy Code of Practice and the Departmental Racial Equality Policy Statement.
• To comply with all quality management systems, quality procedures and working practices/processes.
• As this job role has designated activities around Police database systems, you may be required to undergo Police checks to support data collection.
• To carry out the duties and responsibilities of the post in accordance with the Department's agreed Records Management, Retention and Data Quality Guidance.

This job description sets out duties and responsibilities of the job at the time when it was drawn up. Such duties and responsibilities may vary from time to time without changing the general character of the duties or level of responsibility entailed. Such variations are a common occurrence and cannot in themselves justify a reconsideration of the grading of the job.

If you are interested in being considered for this position, please contact Thrive Group. Thrive are acting as an Employment Business in relation to this vacancy. If you have not heard from a consultant within 7 days, please assume you have been unsuccessful on this occasion.