Administrator
Permanent
Job Description
- Resolving and responding to general Digital department enquiries and correspondence from 2 x Forces, external and internal customers (e.g., via email, telephone or post).
- Making best use of resources by signposting and providing advice / guidance and escalating as appropriate to ensure a swift resolution within specific timescales, notifying the Head of Department or SMT of any matters requiring urgent attention.
- Ensure the smooth running of the office by managing the Head of Department's diary, effectively timetabling and coordinating the activities of the SMT who work across two forces.
- Ensure the appropriateness of arrangements for meetings (including conference and video calls), travel and accommodation, by coordinating all hosting events; liaising with relevant internal and external stakeholders and taking minutes, actions etc. and distributing these. Arrange local team events across 2 x Forces, project boards or meetings related to Regional and National work, and departmental meetings.
- Co-ordinate the performance management data for the Head of Department, Senior Management Team and departmental line managers.
- Provide an efficient and effective support service, often of a highly confidential nature, to the Head of Department, Senior Management Team and senior managers.
- Typical duties include but are not limited to: preparation of papers for meetings, liaising with police officers and staff to obtain appropriate background information; completing delegated tasks at all levels, and undertaking research - providing information and / or presentation materials (including the use of PowerPoint, Visio, etc.)
- Ensure the department is making best use of administrative resources by signposting staff to use various systems to order across 2 x Forces and, as appropriate, manage equipment, hire cars, train travel, training course / events.
- Act as the main point of contact for the department for Force Procure & Pay team and Property Services.
- Ensure value for money, responsible for scrutinizing systems and reviewing processes for accuracy and any rationalization.
- Assist with maintaining and processing the annual leave and TOIL records for the department taking information from various sources and updating relevant systems.
- Updating systems with amendments to individuals' working hours, including entering new flexible working patterns and re-rostering free days.
- Maintain the Digital Portfolio's Intranet and Microsoft Teams sites.
- Update and review the sites and be able to make any decisions about visual content without referring to others.
- Hasten amendments from relevant personnel, where necessary.
Required Knowledge, Skills, and Abilities
- Minimum of 2 GCSE's grade 9-1/A*-E or equivalent, or work experience deemed to have brought the candidate to a comparable level.
- NVQ Customer Service Level 2 and/or RSA III or equivalent, or a willingness to continuously develop and attain these qualifications where required.
- A confident communicator at all levels with excellent literacy, numeracy, analytical skills and attention to detail.
- Recent and proven experience in an administrative, personal assistant or secretarial role in a pressurized environment dealing with complex subjects, with excellent standard of word processing, copy typing and effective, accurate minute taking skills.
- Strong interpersonal skills with outstanding levels of diplomacy, tact and discretion as well as proven ability to provide a high level of customer service. Excellent team working skills with the ability to communicate clearly and concisely at all levels.
- Ability to work effectively and accurately with minimal supervision, maintaining a high degree of integrity and trust when dealing with sensitive and classified information, and have proven ability to plan, priorities, monitor and evaluate as well as ability to problem solve.
- High degree of computer literacy to include excellent Microsoft application skills; proven ability to manipulate data from a variety of sources and databases and willing to learn new technology, databases and systems. (Training will be given to learn additional and relevant force data systems.
- Must have capability to travel to different locations across the two forces and undertake all assignments in a timely manner.
- Good understanding of GDPR and the importance of maintaining discretion and confidentiality whilst working in a secure environment with sensitive information.
- Knowledge of Policing policies and procedures, including GDPR, Computer Misuse, Human Rights and Freedom of Information, in support of system processes to support end users as well as allow effective development.
Reference no: 99703