Job Description

What's involved with this role:
A Standard DBS Disclosure Check is required. A Part-time Administrative Assistant (Business Support) is required to deliver an effective, efficient, administrative service that is flexible to meet the needs of operational teams to enable the service to achieve agreed service objectives. You will carry out a range of administrative duties for the team with limited supervision, which may involve written, telephone or face to face contact with the public or internal colleagues and the application of organisational procedures and systems. The position requires great flexibility regarding hours. The post was originally to cover the evening shift from 4pm to 8pm however due to COVID restrictions the centre is currently not open beyond 5.30, however this will change in the future. The post holder will be required to cover daytime and evening shifts to a maximum of 22 hours per week. It is essential that you have previous experience of taking and producing accurate and comprehensive minutes of meetings. You will be expected to have good organisational skills and be able to use IT effectively in implementing tasks. Duties to include:

• Provide a range of administrative and front of house services utilising organisational policies, procedures and digital systems.
• Organise and progress the full range of activities associated with the management of business meetings, ensuring efficient and effective planning for a single or series of meetings, addressing timelines, notifying participants, venue\location (including use of digital technology), refreshments, agenda preparation, minuting and progress chasing agenda items and follow up actions.
• Provide written, verbal and e-correspondence, in collaboration with management and operational colleagues, ensuring prompt, courteous and appropriate responses.
• Undertake desk top research on behalf of colleagues and management to inform responses to correspondence received or to enable the completion of specific reports.
• Produce presentations, written and financial reports for management, including formatting of information and data, which is consistent with organisational and regulatory standards.
• Maintain and support the development of management information systems to enable the extraction, tracking and presentation of accurate data. To be responsible for the quality, accuracy and timeliness of data inputted and contribute to and implement approaches to improve the quality of data.
• Utilise organisations operating frameworks and systems to input and source information. To prepare reports, as directed by management or colleagues.
• Contribute to income and expenditure reporting, referring to budget and financial reports using corporate systems and relevant databases.
• Retain up-to-date and accurate records of financial transactions through the inputting and retrieval of data from information systems, including the payment of invoices, purchase orders and petty cash, card readers, on-line payments and P cards.
• Provide a professional front of house service to welcome internal and external visitors, ensuring visitors experience is welcoming and professional to reflect our brand and values

Please quote the Job Title & Vacancy Reference No. in your application, or we will be unable to match your CV to the role being applied for.

“Essential Requirements” – Please check to ensure that your CV addresses the following items:

• Our clients are generally seeking applicants who are reasonably local, so on that basis we would ideally like you to supply us with your address (or at least your post code) and a telephone number so that we can reach you during working hours
• Your recent UK working experience going back at least 5 years, or full employment history if you have been working for fewer years than this.
• Your availability to work either immediately, or at short notice.
• Standard DBS Required: Your DBS must be either through us or be accompanied by a subscription to the DBS updating service
• Qualifications:
  • Business Administration S/NVQ Level 2 or equivalent qualification or work experience.
  • **Please provide details of all qualifications held, especially any professional qualifications relating to the role
• Knowledge & Skills:
  • To work within a team environment, demonstrating tact and diplomacy with other members of staff and where necessary to direct and guide.
  • Effective communication written and oral to a range of different personnel.
  • To take responsibility for a project or task and deliver within agreed timescales.
  • Attention to detail and willingness to learn new processes and demonstrate good practice to others
  • Proven track record in the use of IT packages to produce presentations and statistical data for the Department,
  • Proven track record of liaising with senior external stakeholders to co-ordinate key activities,
  • Ability to achieve set deadlines when dealing with specific requests with confidence and accuracy
  • Ability to present a range of information in a variety of formats to different audiences and within hierarchy.
  • Ability to respect confidentiality in the workplace and to provide a professional service to meet the demands of the role.
  • Understanding of importance of relevance of health and safety to the tasks associated with this post
• Experience:
  • Experience of using PC’s on a business network running MS Windows and Office, along with Email and Internet and specific business applications i.e. finance.
  • Experience of providing a confidential, professional service and to work flexibly to meet the demands of the role
• Strong IT skills including Microsoft packages

Other preferable/desirable details to include on your CV, if applicable:

• Any local authority/public sector experience
• Any relevant qualifications held or being studied for

Required Knowledge, Skills, and Abilities

o To work within a team environment, demonstrating tact and diplomacy with other members of staff and where necessary to direct and guide. o Effective communication written and oral to a range of different personnel. o To take responsibility for a project or task and deliver within agreed timescales. o Attention to detail and willingness to learn new processes and demonstrate good practice to others o Proven track record in the use of IT packages to produce presentations and statistical data for the Department, o Proven track record of liaising with senior external stakeholders to co-ordinate key activities, o Ability to achieve set deadlines when dealing with specific requests with confidence and accuracy o Ability to present a range of information in a variety of formats to different audiences and within hierarchy. o Ability to respect confidentiality in the workplace and to provide a professional service to meet the demands of the role. o Understanding of importance of relevance of health and safety to the tasks associated with this post