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Responsibilities
- Provide Microsoft Office and other information technology support, including the effective presentation and layout of reports and information, the composition of letters when requested, the maintenance of data bases and presentation of statistical information.
- Demonstrate IT skills and the use of the IT systems to other staff members within the team.
- Develop and maintain information systems (spreadsheets/databases/charts). Input and retrieve management information. To respond to information and requests by colleagues and Members.
- Arrange meetings as required, including date, venue, refreshments etc and providing the relevant documentation.
- Attend meetings, take notes/minutes, and arrange distribution.
- Maintain staff outlook diary and making appointments and other diary arrangements as requested.
- Support team members and managers in maintaining accurate files, distribution of forms/tenders and keep records as necessary. To ensure that all personal information is maintained in a secure environment in accordance with the Data Protection Act.
- Act as the first and central point of contact for the service both by telephone and in person. To determine and/or act independently, the initial response to enquiries which may be of a confidential/volatile nature.
- Cover for other members of administrative staff across teams as needed.
- Carry out financial duties in accordance with the financial regulations using appropriate software:
- processing invoices
- resolve queries relating to invoices
- update and maintain spreadsheets
- calculate costs on provider invoices including variations and enter on the IT system
- raise purchase orders and set up new suppliers
- raise debtor invoices and set up new debtors
- process card payments using webpay
- Undertake periodic data cleaning exercises to ensure that financial systems are maintained in the optimum state.
- Input operational staff overtime, annual leave and sickness into Itrent as a proxy user.
- Safeguard own health and safety and that of other staff and members of the public according to departmental policy including DSE Risk Assessments.
- Maintain a system for recording receipts of valuables/monies and petty cash, update online credit card recharging to appropriate cost codes.
- Be responsible for distributing incoming and outgoing post, to carry out photocopying duties and other routine admin tasks as required
Requirement
- Educated to GCSE level 5 (grade C) English Language/Maths or equivalent.
- Previous experience of office administration.
- Strong team player who with a collaborative work style.
- The ability to be proactive, think creatively and identify development opportunities and continuing ways of improvement.
- Strong influencing and negotiating skills.
- Ability to cope with conflicting demands and deadlines.
- Ability to assimilate new information quickly.
- The ability and flexibility to work across and support a wide range of services within the organisation and the ability to work with other partner or commissioned organisations
- Must demonstrate good communication, interpersonal and organisational skills.
- Strong IT skills including Microsoft Office packages and an ability to manipulate data in excel to produce relevant management information.
- The post holder will be expected to maintain confidentiality and on occasions will experience situations which could be upsetting, challenging or threatening.
- The ability to use Microsoft word, process and lay out documents to a high standard is essential.
