Administrative Support Officer

Description

This role is office based

Main Responsibilities

• To provide pro-active, high level comprehensive and specialist administrative support through core administrative and communications activities to meet the specific requirements and processes of the service area.
• To liaise with key contacts and customers across and outside the Council, including Management Team, Senior Managers and Members.
• Supporting business needs in a proactive manner and working collaboratively with team members to provide a responsive and professional support service to Elected Members.
• To organise a range of meetings for individuals and groups as required, to include preparation of material and facilities, welcoming and escorting visitors, and other support at the meeting and follow up work arising from the meeting.
• To ensure efficient circulation and management of paper and e-mails as required. This will include vetting, progress chasing, regular updating, a brought forward system and continuous prioritisation.
• To initiate documents as delegated by the Manager and to produce and format a range of documents, including letters, reports, minutes and presentations, ensuring that they are accurate and well presented, meeting specifications, observing service and corporate standards and achieving deadlines. Managing document processing from beginning to end.
• To support the delivery of a range of financial tasks carried out by the team, including where required, control of petty cash, processing of creditor invoices, handling and receiving income, and recording and monitoring for budgetary purposes, ensuring accuracy and timeliness and other observance of financial regulations.
• To handle a range of telephone and face to face enquiries from both internal and external customers and contacts, many of them at senior level, and including also complex or difficult enquiries referred by other staff in the team, providing a conclusive response in most cases but referring to others as appropriate.
• To collect, process and supervise the input and maintenance of highly confidential data to systems, files, records and databases as required, ensuring accuracy and security; to manipulate and extract the information held in order to produce reports or specific analyses, and to identify and pursue the opportunities to improve information systems.
• To play a key role in proactively identifying, proposing and pursuing opportunities for the improvement or replacement of systems and processes, in order to increase the effectiveness of both the support staff and the service area supported.

Generic Responsibilities

• Understanding, knowledge and ability to follow guidelines that ensures compliance with Health and Safety at Work, Data Protection and other statutory requirements.
• Understanding and commitment to promoting and implementing the Council's Equal Opportunities policies.
• Knowledge and experience of using IT.
• To undertake any other temporary responsibilities aligned with the overall purpose and grade of the role

Knowledge, Qualifications, Skills and Experience

• 5 GCSE grade A-C or equivalent including English and Maths or demonstrates experience and capability to that level
• At least 6 months experience of working as an Administrative Officer or a similar role
• Proficiency using Microsoft Office applications
• Excellent written and verbal communication skills
• Experience of using a case management system
• Attention to detail for accurate data entry and management, whilst prioritising tasks to meet deadlines and manage multiple requests efficiently.
• Knowledge of office procedures
• Ability to work independently and as part of a team
• Flexibility to handle diverse tasks and adapt to new processes and technologies.
• Strong organisational skills with a problem-solving attitude
• Good interpersonal skills, competence in building and maintaining professional relationships
• Commitment to equalities in employment and service provision and understanding of the Council's policy on equalities and diversity 

Main Contacts & Other Information

Main contacts:

• Other members of the Leader and Cabinet Support Team
•  The Leader of the council and members of the Cabinet
• Other Executive Support officers across the council
• Partners and stakeholders

Other information:

• This role is office based

Organisational Structure

• This role is temporary and supernumerary.
• It will report to the Senior Executive Assistant to the Leader and Deputy Leader.