Administration Officer

1 week ago

Chatham, United Kingdom Medway Council Full time

Medway Council is looking for an Administrative Officer to join our team

**Remote working** - 2 days remote / 3 days office based

**DESIGNATION: Support Services Assistant (SSA)**

**DEPARTMENT: Children and Adults**

**RESPONSIBLE TO: Adults Business Manager**

**GRADE: Range 2**

**MAIN PURPOSE OF JOB**

To provide a range of specialist and general administrative and/or data processing duties to support effective service delivery. Deal efficiently with telephone calls and other queries, ensuring that accurate messages and/ or appropriate action is taken or passed to colleagues in a timely manner. You will need to be flexible in your working hours and the work you undertake.

To administer processes and procedures using available equipment and ICT packages and maintain accurate electronic and paper based records to meet organisational standards and requirements.

Deal efficiently and courteously with queries, where required arrange and support meetings, and respond to requests for information to assist in ensuring that service performance levels are met.

Support the work of other administrative staff during periods of absence or unusually high volumes of work to maintain the efficient provision of administrative services.

To arrange booking of venues /rooms for meetings using the recognised system. The post holder will organise regular formal and informal meetings and take accurate minutes to be disseminated to the appropriate persons, ensuring all timescales are met.

**PERSON SPECIFICATION**

**Qualifications**
- Essential_
- Educated to GCSE "C" grade in English and Maths or equivalent.
- Demonstrable ability to carry out a range of tasks and understand the procedures associated with them. Ability to use equipment provided and possess the written and numerical skills needed to compile straightforward reports, ordering facts within a report, correspondence, calculations, carry out assessments.

**Experience**
- Essential_
- Previous extensive experience of providing an administrative support service, within a busy office environment.
- Advanced use of Microsoft Office packages including Word, Excel, and Outlook and a willingness to learn new ICT systems.
- Proficient in minute taking and typing up accurate notes
- Desirable_
- An awareness and understanding of Social Care needs and the impact on the customers when in crisis.
- Shorthand experience

**Skills**
- Essential_
- Demonstrable ability to use judgemental or creative skills to interpret information or situations and to solve straight forward problems, adapting to new ways of working where necessary.
- Demonstrable ability to use written and oral communication skills to present varied information in an understandable way to a range of audiences including other staff and customers.
- Demonstrable ability to work within defined procedures and to work both independently and as part of a team, using initiative to deal with unexpected problems straightforward situations, only referring to supervisor/line manager for unusual or difficult problems.
- Demonstrates the ability to deal with some work-related pressure, for example from deadlines, interruptions or conflicting demands.
- Demonstrates the ability to carry out the equivalent of one hour undertaking repeated manual calculations or other work with figures, report writing or preparing presentations
- Can demonstrate dexterity, co-ordination or sensory skills where there is either some demand for precision and speed or considerable demand for precision in the use of these skills (e.g. data processing or speed typing).
- Demonstrable ability to show common courtesy or consideration when encountering members of the public per chance during the course of their duties but has limited, or no, direct impact on the well-being of individuals or groups of people.
- Demonstrable ability to explain straightforward tasks to others, where required
- Demonstrable ability to handle and process cash/documentation relating to considerable financial amounts accurately (ie up to £1000 per day)

**DESCRIBE HOW AND BY WHOM THE POST IS MANAGED**

The post holder will be line managed by the Business Manager.

**DESCRIBE THE LEVEL OF INITIATIVE AND/OR INDEPENDENCE EXPECTED OF THE POST HOLDER**

The post holder will be required to work within defined procedures and to work independently, using initiative to deal with straightforward situations, referring to supervisor/line manager for unusual or difficult problems

**DESCRIBE ANY SUPERVISORY/MANAGEMENT RESPONSIBILITIES**

Is not required to supervise other employees normally. The post holder will be required to explain straightforward tasks to others, where required for new starters and colleagues within the team.

**JOB CONTEXT - DESCRIBE THE MAIN CONTACTS, BOTH INTERNAL AND EXTERNAL AND THE PURPOSE OF THOSE CONTACTS**

The post holder will have regular contact with the general public, stake holders, service users and their families, health colleagues and all other m

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