Administrative Assistant


Job Purpose: To develop and implement a comprehensive, effective and efficient administrative support service to meet business requirements. Main Responsibilities: Assess customer requirements and use a range of manual and electronic systems to provide accurate information and reports within agreed timescales. Make routine changes to internal systems and procedures in response to customer requirements and promote awareness within the team to maintain standards of service. Respond to routine enquiries, both orally and in writing, on behalf of the department and the organisation where appropriate. Carry out research and refer more complex enquiries to an appropriate manager with background briefing. Establish and use networks of contacts, mostly internal within the County Council, to provide appropriate information and interpretation of systems, policies and procedures. Control resources and implement company wide procedures within budgetary delegation. Assist in the monitoring and control of routine budgetary information and other data to support processes and service level agreements. The following are examples of the activities of this job role. These duties may vary to take account of changing priorities:- Compilation of routine letters, e-mails & word processing for other correspondence including letters, mailshots & reports as required by teams/management. Frontline customer service on behalf of the team including management of post, answering team telephone calls, message taking with accurate recording & dealing with routine enquiries/signposting. Data inputting, updating & maintenance of client information system (AIS), including compilation of statistics for management information, with the use of Excel spread sheets. General Admin duties i.e. scanning/filing, photocopying, faxing etc. Scheduling of meetings, booking venues as required. Minute-taking at meetings - to include sending of invites, meeting/greeting visitors, typing up & distribution of minutes within strict deadlines. Petty cash duties as required. Ordering of stationery (Using SAP procurement system). To undertake any training required for job role. Additional Information Adults Services is committed to safeguarding young people and adults and expects all employees, workers and volunteers to share this commitment. We will ensure all our recruitment and selection practices reflect this commitment. This document is a guide to the current role and person requirements of this post. Reasonable changes may be made to the specific requirements of the job from time to time following consultation with the post-holder. Person Specification: Essential Qualifications GCSE or equivalent in English and Maths (A-C) RSA / Typing / Word Processing II or equivalent Desirable Qualifications NVQ in administration or equivalent Working knowledge of AIS/ESCR Essential Knowledge, Skills and Experience Experience of providing a frontline service to customers Effective communication skills both written and verbal Ability to prioritise workload, multi-tasking with minimal supervision & adapting to changing priorities Experience of working with confidential/sensitive information Ability to compile routine letters, e-mails and other correspondence Input & interrogation of computerised information using databases Aptitude to learn bespoke IT systems An excellent team player with a flexible approach Good organisational and time management skills Ability to build/maintain good working relationships with managers & staff Awareness of equalities issues and anti-discriminatory practice A good working knowledge of Microsoft Word, Excel and Outlook General administrative experience Ability to meet the travel requirements of the role Taking minutes of meetings (shorthand/long-hand or laptop) Desirable Knowledge, Skills and Experience Experience of working in Public Sector environment or similar Experience of using AIS IT system Working Conditions The following section provides an outline of the working conditions that may be encountered in this role. Manual Handling of objects up to 5kg on a weekly basis Display Screen Equipment user Travel: You must be able to meet the travel requirements of this post Connect2Hampshire, part of Hampshire & Kent Commercial Services LLP, is an equal opportunities Employment Agency & Business and positively encourages applications from all suitably qualified and eligible candidates.

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