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Admin Assistant

4 months ago

South Wigston, United Kingdom JT Recruit Full time

Our Local Authority are currently looking for an Admin Assistant to join them on a temporary basis.

Location – LE18 4PE

Pay Rate – £12.81pgh

Monday – Thursday 08.30 – 17.00 with an hours lunch and Friday 08.30 – 16.30 with an hours lunch

Job Purpose:

To work flexibly as part of a team to provide an efficient, effective and comprehensive county wide Business Support Service across A&C localities, maintaining a high-quality responsive customer service for both internal and external customers.

Main Duties:

* To undertake general office duties e.g. post, fax, and file management (paper and electronic) photocopying maintenance of office equipment, research, collating and disseminating identified materials

* To produce notes and record actions and decisions of meetings as requested from hand-written/audio or video recorded information

* To produce typed documents including reports and correspondence (electronic or paper formats) from information provided, making layout presentation decisions.

* To respond to routine correspondence/emails from standardised information – e.g. acknowledgements, requests for routine information

* To work as part of a team in the provision of all administrative, technical, and secretarial work

* To undertake reception duties, receive visitors, answer enquiries by telephone or in person from members of the public, service users or other employees and makes routine calls to obtain information/resolve queries

* To manage incoming and outgoing correspondence either electronically or physically

* To take and relay messages and institute any associated action

* To monitor generic inboxes and work trays to ensure that they are appropriately managed and information recorded/tracked/progressed and prioritised as appropriate

* To arrange meetings and training events as requested, including the preparation and circulation of invitations agendas minutes and other materials, booking of venues and catering arrangements

* To maintain and operate filing documentation, collation and progress monitoring systems in line with data protection, retention schedules and confidentiality requirements

* Under instruction, maintain accurately a range of computer-based systems to support requirements of service, to support effective communication, reporting performance

* To collect and collate record statistical information as required. Ensuring completed work is recorded in accordance to process and contribution to maintaining the service’ key performance indicators (KPI’s)

* To assist senior staff in team/section and locality as required.

* To raise orders and process invoices in an accurate and timely manner

* To maintain office stationery stock by re-ordering against pre-determined levels and within prescribed budget for approval by supervisor. Receive deliveries check off.

* Processes documentation (e.g. invoices, orders, timesheets, and claims) by checking for completeness and/or errors, resolving routine queries, and recording details before passing for certifying. Information Management/Information Security

* To assist managers in ensuring that teams maintain effective information and data management systems including paper and electronic documents/indexing etc.

* To take responsibility for the information they work with and ensure that it is held and communicated safely and securely, respecting confidentiality

Experience required:

* Customer care experience: o of working with staff, service users, visitors etc. at all levels both within a local authority and externally o Switchboard/ Reception

* Working in an administrative, financial, secretarial setting

* Using standard Microsoft office tools to a high standard

* Experience of maintaining computer-based and manual record systems

* Arranging and servicing meetings, including note taking

* Organising tasks to meet competing priorities

* Working as a Team

* Working in an Adults & Communities/multiagency/team setting