Administration Assistant
4 months ago
**Administrative Assistant**
**Salary**:Band 5, £24,362 to £26,073 p.a.
**Contract**:Permanent
**37 hours per week**
**Portsmouth City Council**
At Portsmouth City Council we're all about developing our staff, because we want to build a bigger and better city but we need the best employees to do so.
With a little over 207,000 residents and 8,000 businesses throughout this city, this unitary authority's main goal is to ensure the best care and development of all those within the city. From customer service to multi-million-pound projects, our residents are at the heart of everything we do.
**The Service**
Harry Sotnick House is a 92 bed nursing home, the home operates as two floors, ground floor as nursing home units and first floor as discharge to assess units. As a service we take pride in our work by valuing others, focusing on what's important so that we make a real and positive difference.
**Your New Role**
Are you interested in people with dementia and want to help them to get the most out of life? Then we are looking for people like you who have the enthusiasm and passion to join our team. We provide person centred care to our clients and help to encourage independence as part of enabling them to make choices and live their own lives as much as they can and we encourage activity based care. We will support you and train you, we are very proud of our comprehensive training programme.
This is a very varied role where you will assist the manager and deputy manager in ensuring that the Administrative Policies and Procedures are effectively organised and followed by staff. Your duties will include:
- maintaining weekly electronic returns including bed vacancies.
- responsibility for banking monies regularly in accordance with Portsmouth City Council procedures.
- maintaining accurate accounting and budgetary control systems and produce reports for managers.
- responsibility for income and payments of personal allowances and petty cash returns.
- preparing reconciled accounts for managers e.g. Amenity.
- assisting with collation, maintain and develop filing systems.
- assisting in ordering and stock control of equipment and maintain the homes stationary.
- taking and making telephone calls.
- adding staff absence to the Fusion IT system (including leave/training & sickness). responsible for maintaining effective administrative systems.
- ensuring security of monies, confidential files and information, controlled stationary and personal belongings entrusted for safe keeping.
- maintaining an up to date inventory of equipment in accordance with Portsmouth City Council guidelines.
- preparation of routine correspondence, forms, minutes etc using IT systems.
- training staff in the use of IT systems (Oracle, Microsoft Office etc).
- observing your statutory duty to all Health & Safety rules and to take reasonable care to promote the health and safety of yourself and others.
- acting in a way that supports and promotes Portsmouth City Councils equal Opportunities Policy, which aims to ensure everyone has equal treatment and equal access to employment and services.
- contributing to Best value by working in an effective way, and to suggest and implement improved ways of working where ever possible.
**What you'll need to succeed**
Previous use of Microsoft office as well as experience of direct contact with members of the public and the ability to converse at ease with customers and provide advice in accurate spoken English is essential for the post. Level2/3 administration qualification would be advantageous but not essential. You will have experience of processing administrative tasks including payment of invoices, petty cash claims, monitoring budgets/reconciliation as well as experience of ordering equipment and maintaining stock control. The ability to organise and prioritise your workload is required as well as being able to work as part of a team or on your own and being able to input data accurately. With good communication skills, both verbal and written you will be able to initiate improvements in administrative practices. You will also have the knowledge and understanding of the needs of older people with dementia and their carers. You will demonstrate knowledge and understanding of confidential working and equal opportunity issues and promote such practice.
**_Please view the full details of the role _**_here _**
**_You will need to demonstrate that you have the Right to Work in the UK. No post will be offered without it. _**
**What you'll get in return**
We really appreciate our employees and fully realise they are essential to our success and look to offer an inclusive, supportive working environment where employees can reach their potentials with a healthy work life balance, offering the following rewards:
- Generous annual leave (27 days per year rising to 31, pro rata for part time hours) with the potential to purchase additional leave.
- A fantastic pension which allows you t
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