Administrative Officer Grade 4
3 days ago
Covid Vaccine Proof not required
**1. **DESCRIPTION OF ROLE**:
To provide a comprehensive, robust administrative support service to support the Public Health Team
**2. **DUTIES AND RESPONSIBILITIES _SPECIFIC_ TO THIS POST**:
**Administrative Duties**:
- To create electronic documents, reports, letters etc from copy and dictation;
- To highlight issues of an urgent nature to relevant senior members of the team;
- Set up and maintain electronic and manual filing systems allowing easy retrieval;
- Organise travel, accommodation and hospitality requirements;
- Establish and maintain a pass back system for staff supporting;
- Process payment of invoices and tracking of financial transactions using Oracle;
**Administrative Support for Meetings/Team Activity**:
- To make arrangements for meetings and events including the booking of venues, arranging refreshments, sending invitations, organising agendas, and taking minutes;
- Undertake progress/chasing tasks arising from meetings;
- The preparation, production and presentation of documents and minutes from own notes and from a variety of sources of information;
- To assist in the management of the electronic diary for members of the Public Health Team and CPPO/CO;
**Management Information & IT Systems**:
- To produce and update spreadsheets and presentations, using Microsoft packages, including Excel and PowerPoint.
- To collate and record performance data as required;
- Data inputting and retrieval on the various systems used by the service;
**Communication**:
- Provide a professional and courteous “first point of contact” for all services and service users contacting the team, including receptionist duties;
- Ensure all calls are handled efficiently and effectively;
- To oversee the receipt and forwarding of secure electronic correspondence to the appropriate personnel;
**Buildings Management**:
- To report any buildings related issues to the Senior Admin Offic
**3. **COMMON DUTIES AND RESPONSIBILITIES**:
**9.1** **Quality Assurance**
To set, monitor and evaluate standards at individual, team performance and service quality so that the user and the Service’s requirements are met and that the highest standards are maintained.
To establish and monitor appropriate procedures to ensure that quality data are reported and used in decision making processes and to demonstrate through behaviour and actions a firm commitment to data security and confidentiality as appropriate.
**9.2** **Communication**
To establish and manage the team communications systems ensuring that the Service’s procedures, policies, strategies and objectives are effectively communicated to all team members.
**9.3** **Professional Practice**
To ensure that professional practice in the team is carried out to the highest standards and developed in line with the Service’s stated objectives of continual improvement in quality of its service to internal and external customers.
**9.4** **Health and Safety**
To ensure that the Health and Safety policy, organisation arrangements and procedures as they related to areas, activities and personnel under your control are understood, implemented and monitored.
**9.5** **General Management (where applicable)**
**9.6** **Financial Management (where applicable)**
To manage a designated budget (as required) ensuring that the Service achieves value for money in all circumstances through the monitoring and control of expenditure and the early identification of any financial irregularity.
**9.7 Appraisal**
All members of staff will receive appraisals and it is the responsibility of each member of staff to follow guidance on the appraisal process.
**9.8 Equality and Diversity**
As an organisation we are committed to promoting a just society that gives everyone an equal chance to learn, work and live free from discrimination and prejudice. To ensure our commitment is put into practice we have an equality policy which includes responsibility for all staff to eliminate unfair and unlawful discrimination, advance equality of opportunity for all and foster good relations.
**9.9 Confidentiality**
All members of staff are required to undertake that they will not divulge to anyone personal and/or confidential information to which they may have access during the course of their work.
All members of staff must be aware that they have explicit responsibility for the confidentiality and security of information received and imported in the course of work and using Council information assets. The Council has a Personal Information Security Policy in place.
**Job Type**: Temporary contract
Contract length: 6 months
**Salary**: £9.79 per hour
**Benefits**:
- Work from home
Schedule:
- Day shift
- Monday to Friday
Ability to commute/relocate:
- Durham: reliably commute or plan to relocate before starting work (required)
**Experience**:
- Minute Taking and Dictation: 1 year (required)
- Administration: 1 year (required)
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