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The Role
Overall purpose
The Administrative Assistant will:
• To undertake a range of general administrative duties to support the efficient operation of a named team or teams, including creating, maintaining and interrogating information records and statistical information.
• To work within agreed principles and guidelines, under the direct supervision of the line manager.
• Work will be regulated by laid down procedures but with an occasional requirement for creative or innovatory thinking especially when creating, developing and reviewing administrative procedures.
• Contacts will be generally on well established matters and may involve members of the public and service users and occasionally dealing with issues where the outcome may not be straightforward.
• The postholder will be expected to make decisions within rules and procedures but with some discretion to choose from established alternatives.
Responsibilities and accountabilities
1. To undertake word processing duties, including letters, memoranda, reports, forms and templates, including complex documents on occasion.
2. To provide reception and switchboard services and deal with initial enquiries from customers, service users and other members of the public, directing them to the appropriate services.
3. Take messages on behalf of operational staff, dealing with routine queries and giving appropriate guidance (within defined boundaries) to the caller when required.
4. To create, maintain and interrogate confidential computerised information records including specialised IT systems such as client and budgetary data bases to ensure accurate and current data is maintained at all times.
5. Provide other office services as required, including the creation and maintenance of files and filing systems, collation of manual data, photocopying, distribution of information, maintenance of stationery supplies, incoming and outgoing post, preparation of minutes, processing and checking of accounts and invoices and receiving and accounting for monies paid in.
6. Contribute to the development of administrative functions ensuring changes in legislation and company requirements are met and information distributed.
7. Responsible for ensuring data quality and as such the integrity of management information through the proper use and safekeeping of data and record systems both manual and computerised.
8. Any lesser or comparable duties a required relating to the particular specialised function of the team or teams.
Person Specification Must haves:
Minimum of 4 GCSEs at grade C or above including English and Mathematics, or equivalent evidenced from ability testing
Knowledge of office practices and computerised systems
Knowledge of a range of IT systems, including Word, Excel, email and databases
Good written/spoken English
Relevant and transferable experience in an administrative role, using computerised systems
Experience of using a range of IT systems, including Word, Excel, email and databases
Experience of working in a team
IT skills including accurate keyboard skills
Good interpersonal skills
Ability to work with minimum supervision and to use initiative
Ability to build and sustain good working relationships
Ability to communicate effectively, orally and in writing
Ability to retain information and produce accurate/quality work
Ability to organise own workload effectively, prioritising tasks and working to defined deadlines
Ability to work under pressure
Apply confidentiality to all information handled
Good to have:
ECDL or equivalent IT qualification
RSA Stage 2 typing/word processing (or equivalent)
NVQ in Customer Service
NVQ in Administration
Understanding of the work of local authorities
Previous experience of working in a large organisation or local authority setting
Previous experience of customer care
To be flexible with an adaptable approach to work
To undertake training as required
Able to fulfil the travel requirements of the post
