Job Description

The purpose of the post is to support the effective day to day running of the function/department, and provide full administrative support to the team.

Responsibilities

• To be the main point of contact for internal and external range of contacts of the Department in relation to matters pertaining to services provided by the Department. This will include dealing with visitors, telephone enquiries and the taking and passing of messages as appropriate, dealing with email enquiries and interpreting the contacts query, identifying and responding to their needs in accordance with Customer Service and departmental standards.
• To supervise and train new employees, apprentices, work experience placements as required. To allocate and check work and arrange rotas and duties of shared areas of administration responsibility i.e. reception, escalating issues to the Manager of these posts as appropriate.
• To recommend improvements to administration systems, process and procedures to ensure all activity is effective and fulfils Departmental need and to communicate changes to team colleagues as appropriate.
• To be responsible for development of accurate local databases/spread sheets/systems interpreting instructions given by the manager to create and implement improvements. To develop and run standard/template reports from systems and data bases, meeting deadlines set by managers and colleagues within the services procedural framework.
• To maintain a strong network with other Departmental and wider contacts, providing advice on the service and support as appropriate within the scope of the role.
• To ensure that all relevant current information relating to the service is distributed efficiently and professionally to internal and external contacts.
• To be responsible for setting up of new electronic and manual files and systems for the Department, e.g. storage, photocopying, archiving and retrieval of closed/archived files in line with the operations of the office.
• To be responsible for the opening, sorting and distribution of incoming and outgoing mail/faxes and to assist, as delegated, with the management of email correspondence/diary of the team and colleagues.
• To be responsible for issuing items of stationery, and reporting shortages to a more senior member of staff, maintaining any stock inventories and following office procedures.
• To undertake various straightforward financial administrative duties in line with financial regulations, e.g., coding of invoices, ordering via the procurement system. To handle small amounts of petty cash and/or be required to calculate and process payments from clients/customers which may include cash, pensions, invoices, cheques, electronic transfers.
• To arrange meetings, invite attendees, collate and distribute documentation prior to events, booking accommodation, travel arrangements, refreshments as required. To take minutes of meetings, including writing up and circulation accurately and a timely manner.

Required Knowledge, Skills, and Abilities

5 GSCEs or equivalent experience inc English & Maths RSA II or III or ECDL or equivalent NVQ 2 or equivalent experience in an appropriate subject/area NVQ 3 or equivalent experience in an appropriate subject/area Specialist Knowledge Word - good keyboard skills Excel - previous use of PowerPoint - experience of Specialist databases Knowledge of the service/function Experience of dealing with cash/petty cash or financial processes Practical and Intellectual Skills Extensive experience of working in a busy office/location Ability to communicate in Welsh Good communication skills including dealing with contentious issues Experience of allocating and checking the work of others Good verbal, written, numerical and communication skills Excellent customer service skills To be understanding and sensitive to client/customer needs Ability to travel across the County Borough to carry out work (e.g. attend meetings / visit clients or work sites)