Administrative Assistant - Public Sector & Compliance

Contract length: initial 3 month

Pay rate: £13.17/hour (PAYE)

Location: Hull

Responsibilities:

• To work safely, with regard to the safety of colleagues and others in conformance with current legislation.
• The post holder will have a personal responsibility to report any accidents, adverse incidents or breaches of Health and Safety to senior staff.
• To maintain strict confidentiality on any matter.
• To participate in Individual Development Review in accordance with Policy.
• To participate in training and development programmes appropriate to the post and in line with agreed Personal Development Plan.
• To ensure departmental service improvement objectives are achieved through development of their knowledge and skills.
• The post holder will support the trusts internal audit service during regular reviews of financial and other systems across the organisation, assisting the auditor and providing information as required and without undue delay.
• Be responsible for the supervision of other admin staff and contribute to the induction of new or less experienced staff.
• Give training, feedback and support.
• To treat with discretion all confidential and other information requiring protection, avoiding disclosure to any unauthorised person the result of any investigation gained in the practice of the profession.
• To ensure adherence to the requirements of the Data Protection Act and to seek relevant information about the Act from the Data Custodian where appropriate.
• When required work with the research and development team, assisting the team by providing information as required and without undue delay.
• The post holder will uphold and support the trust in its goal to promote and embed diversity and inclusivity throughout the organisation.
• The post holder will ensure that everyone is treated as an individual, with dignity and respect.
• The post holder will embrace the trust philosophy that as individuals we are all unique and will acknowledge and value difference in order to treat everyone fairly.
• The post holder will follow all guidelines and policies relevant for the role.
• To ensure compliance with COSHH regulations and risk assessments.
• The post holder will comply with local rules for health and safety including departmental security and fire awareness.
• The post holder will be familiar with the input and retrieval of information utilising the Information Management System.

Essential Skills:

• To demonstrate politeness, courtesy, and sensitivity in dealing with clients, visitors and colleagues, maintaining good relations.
• To respond to telephone enquiries for results from users and to relate validated results.
• Dealing with telephone enquiries from users in a clear and effective manner.
• Take action on all messages received, in an accurate and timely manner.
• Be a first point of contact for service users, dealing sympathetically with people who may be distressed or frustrated, disseminating information efficiently.
• Using knowledge, tact and discretion when dealing with people then assessing the priority, action a solution or elevate as appropriate.
• The post holder will follow all guidelines and policies relevant for the role.
• Receiving requests from external users for additional testing, retrieving the relevant material and requesting the appropriate laboratory work to be undertaken to send on for the additional testing.
• Organising transport of material to other organisations.
• Packaging up appropriate material along with a completed request form/paperwork and sending to pre-approved departments.
• Timely printing, sorting and mailing of reports.
• Filing of request forms.
• General office duties, such as photocopying, filing and creating documents and tables using word processing and spreadsheet programmes.
• Assisting with stock control and the ordering of office consumables and stationery.
• To input details into the Information Management System in an accurate and timely manner.
• The post holder will be familiar with the input and retrieval of information utilising the Information Management System.
• Be required to prioritise own work and make judgements in relation to, for example, resolving conflicting Diary appointments and/or Meeting arrangements.
• Responsible for the prioritising of own work commitments on a day-to-day basis, and the planning of Diary maintenance and Meeting schedules.
• Produce letters, reports and other documents as required from, for example, audio tapes, recorded videos or handwritten format, utilising advanced word processing keyboard skills with complex terminology.
• Write minutes associated with departmental/directorate meetings.
• Receive and process all incoming mail, bringing this and other relevant matters to the timely attention of the staff and taking appropriate action as necessary.
• Using and maintaining Excel spreadsheets to track cases that are sent externally for additional testing or reporting.