Job Description

What's involved with this role:
A Business Support Admin Officer is required to provide a high quality administrative support service to the Directors, Heads of Service, Principal Officers and other administration functions as required on transaction tasks. You will be dealing with a high volume of tasks, and the post holder will need to be able to respond flexibly, positively and successfully to the ever changing pressures which arise in their service area. In this role 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. You will be expected to have good organisational skills and be able to use IT effectively in implementing tasks. For this role it is essential that you have a minimum of 2 year’s administrative experience. Duties to include:

• To respond and resolve enquiries and problems, judging when to pass complex queries on or involve others, in order to provide an effective service and clear advice to colleagues and callers.
• To deliver a range of administrative support to senior officers in the service area and ensure systems or processes are maintained to an agreed standard or specification, to maximise service quality and continuity.
• To provide support to the function/service and be the first point of contact for service users, members of the public, Members and visitors.
• To be responsible for managing and maintaining of calendars, arranging appointments, meetings and ensuring officers have the correct information and papers for meetings.
• To ensure that confidentiality is maintained at all times, particularly when dealing with issues involving restricted access to information and/or service users. To ensure that appropriate discretion is exercised when dealing with sensitive (including politically sensitive) information and enquires, including media enquiries, member enquiries and from other organisations.
• To support the administration of FOI’s/ SAR’s/ complaints / Members Enquires / MP Enquires ensuring they are passed to the appropriate person.
• To maintain records using databases and spreadsheet applications.
• To follow established ordering procedures to ensure adequate resources are available to meet work requirements.
• To maintain financial, and/or stock records, and review data to contribute to resource planning.
• Responsible for the administration of financial activities including payments, orders or monitoring.
• Maintenance of websites (intranet and internet) where required to ensure information is up to date.
• To ensure a range of activities and schedules are delivered according to agreed deadlines and standards.
• To assist in the preparation of management information reports.
• To undertake routine administrative tasks as required e.g. filing, photocopying, shredding, dealing with post.
• To assist in the organisation of internal and external events e.g. meetings, seminars, conferences. To include selecting and booking suitable venues and arranging catering.
• Undertake the full range of minute-taking duties as required.
• To produce correspondence as required.

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.
• Qualifications:
  • Degree level or equivalent e.g. NVQ level 4 &/or relevant experience
  • GCSE Grade A-C (or equivalent) in English Language and Mathematics
  • **Please provide details of all qualifications held, especially any professional qualifications relating to the role
• Knowledge & Skills:
  • Ability to be flexible and respond to customer needs.
  • Ability to communicate effectively both orally & in writing to a wide range of people
  • High level of literacy and numeracy skills
  • Ability to organise own workload to meet targets & deadlines
  • Ability to work as part of a team and on own initiative
  • Self-motivated, flexible and resourceful
  • Strong Commitment to Customer Care
• Experience:
  • Minimum of 2 year’s administrative experience
  • Please provide details of all relevant experience
• Strong IT skills including Microsoft packages

Required Knowledge, Skills, and Abilities

o Ability to be flexible and respond to customer needs. o Ability to communicate effectively both orally & in writing to a wide range of people o High level of literacy and numeracy skills o Ability to organise own workload to meet targets & deadlines o Ability to work as part of a team and on own initiative o Self-motivated, flexible and resourceful o Strong Commitment to Customer Care