Job Description

Job Responsibilities

This is a list of the main duties or tasks that the post holder will be expected to undertake

• To provide a high level of administrative and secretarial support to Public Health team.
• Working co-operatively, as part of a team to provide efficient and effective secretarial and administrative support to staff based who may not work from one office;
• Actively liaising with colleagues to provide constant and consistent services, streamline practices, provide cross-service cover and help prevent excessive workload peaks.

Main Tasks

To arrange, service and minute meetings. To include attending meetings as minute taker as required, preparing the agenda ensuring that supporting documents are received in a timely way to enable the papers to be circulated in advance of the meeting. Undertake and support the PH staff in the undertaking of any management actions delegated as a result of that meeting as well as liaising with relevant staff to ensure appropriate follow up actions are communicated.

Co-ordinate and maintain diaries, arranging meetings and appointments, ensuring that commitments and competing demands are efficiently managed.

Support the collection, processing and inputting of data into the County Council’s information management systems and databases (e.g Oxfordshire Information Treatment System (OTIS)) ensuring accuracy and security of data and compliance with statutory requirements

Process financial tasks within the team including e-procurement and receipting of goods

Investigate variations and carry out research to provide budgetary and statistical information using available systems

Type and prepare documents, correspondence/presentations from a variety of sources. This includes producing high quality, original letters from outline information and the use of basic spreadsheets.

Act as a first point of contact for the team, including enquiries which may be emotive, distressing and complex in nature; assessing the nature and urgency of the call and responding or referring to senior officers as appropriate

Carry out general administration duties e.g. filing and photocopying.

Required Knowledge, Skills, and Abilities

GCSE grade C or above in English and Maths (or equivalent standard of education) or comparable ability Previous PA/secretarial/Administrative experience Ability to draft reports, letter, agendas and minute meetings and take follow up action Experience of Information and data research, retrieval and collation using information management/internet/web based systems Experience and regular use of Microsoft Office applications and information research on the Internet, including Word, Excel, Outlook, PowerPoint, to at least an Intermediate level. Able to find solutions and use own initiative The ability to use a keyboard with a high level of precision and speed Ability to work alone, as well as working co-operatively in a team Methodical and organised approach to tasks, with an eye for detail