Admin Officer

5 months ago

Bromley, United Kingdom Omega Recruitment Group Full time

**Job Title: Business Support Officer - Bromley Council**

**Contract type**:Temporary 6-months+ / Ongoing (though opening assignments are often, extended by clients on a longer-term basis).

**Sector**:Local Government

**Location: Bromley**

**Start Date**: ASAP, immediate starters with a short notice period (_If currently working, please state what is your current notice period on your CV or cover letter)_

**Hours Per Week**:Full-time position, 36 hrs pw

**Start Time**:8:30 AM

**End Time**:17:00 PM

**PAYE Rate :£13.24 ph**

**MAIN PURPOSE
**Admin support in Environment**

1. To effectively support the Office Manager & Executive Assistant to the Chief Executive in delivering a top-notch personal and business support service that meets the expectations of the Chief Executive, as directed by them.

2. In order to ensure uninterrupted service provision and efficient operation of the Chief Executives office, I am here to deputise and offer cover for the Office Manager & Executive Assistant to the Chief Executive as needed.

3. I am also prepared to assist with any projects or research initiatives that the Office Manager & Executive Assistant to the Chief Executive may require.

4. In all interactions with the public, service users and carers, Council officers, elected members, and other important stakeholders, I am committed to providing exceptional customer service and maintaining a high standard of professionalism.
- Provide appropriate administrative support to generate documents and presentations as instructed by the Office Manager and Executive Assistant to the Chief Executive.
- Offer project assistance and conduct research as needed.
- Handle business support for the production, upkeep, and reporting of relevant departmental business continuity and emergency planning.
- Ensure up-to-date contact lists for staff and partner agencies are in place and maintained for the Chief Executive.
- Welcome and receive all visitors to the Chief Executives office, and provide hospitality and refreshments for guests, meetings, and events.
- Maintain confidentiality regarding the work of the Chief Executives office and use initiative, sensitivity, and discretion.
- Establish and maintain effective relationships with other Council departments, partner agencies, elected members, and the offices of local Members of Parliament.
- Stay informed about the activities of all aspects of the CEX Department, the Council, various outside bodies, and any current areas of special concern.
- Place orders and make payments using Council finance systems appropriately, including the ordering of stationery and other office supplies.
- Set up and maintain a system to monitor complaints/comments received by the Chief Executive, and monitor and report progress.
- Perform any other duties, as required, commensurate with the level of the post, to ensure the efficient and effective running of the Chief Executives office.

**SUMMARY OF RESPONSIBILITIES AND DUTIES
- Efficiently manage the diaries of the Chief Executive and Office Manager, scheduling appointments and arranging travel and accommodations as necessary.
- Manage incoming mail and electronic mail addressed to the Chief Executive, reviewing and distributing it to appropriate Directors or other staff members as needed, while ensuring that all relevant information is included.
- Assist with the development and maintenance of administrative systems and procedures, including managing confidential files, to support the efficient operation of the Chief Executive’s office.
- Provide administrative support for a range of meetings, including taking and producing minutes/action notes, arranging venues, issuing invitations, preparing agendas and materials, collating reports, and distributing them in a timely manner.

**Requirements**:
**SKILLS AND ABILITIES:
- Proven track record of providing proactive support to senior managers in a business setting. (S/I)
- Proven ability to maintain and support administrative and business systems while adhering to procedures. (S/I)
- Ability to work independently, manage and prioritise workload according to the needs of the service. (S/I)
- Consistent ability to maintain confidentiality and discretion in all professional interactions.

**KNOWLEDGE:
- Understanding the Councils services and the responsibilities of its officers and elected council members. (S)
- Appreciation of the importance of maintaining confidentiality and the methods used to do so. (S/I)
- Familiarity with the provisions of the Data Protection Act 1998 and the EU General Data Protection Regulation. (A)

**EXPERIENCE**
- Experience in liaising with various stakeholders, such as elected officials, MPs, senior executives, external organizations, and members of the general public. (S/I)
- Experience in providing administrative or personal assistant support to high-ranking personnel.
- Experience in assessing and proposing enhancements to administrative processes. (S/I)
- Experience in ha

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