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Administrative Support Specialist

2 months ago

Bexleyheath, Greater London, United Kingdom Corus Consultancy Full time
Main Purpose of the Job

The primary objective of this role is to provide comprehensive administrative support to various services across the Council, ensuring the efficient delivery of core business needs.

Main Duties and Responsibilities
  1. Under the direction of the Team Leader, ensure that key administrative tasks are undertaken and delivered as per the Service Level Agreement, meeting agreed timescales and frequency.
  2. Work within consistent business support and administration processes, developing an understanding of the specific business support and administration needs of the service area.
  3. Develop an in-depth knowledge of legislative and statutory requirements of the service area, ensuring compliance with these requirements as outlined in the Service Level Agreement.
  4. Achieve operational efficiency by adopting systems and processes that meet the needs of the team, ensuring accurate, up-to-date, and high-quality data and information.
  5. Adopt a flexible approach to working, responding quickly and effectively to peaks and troughs in service demand, under the direction of the Team Leader.
Specific Job Activities
  1. Meetings Support: room bookings, collation and distribution of papers, attendance records, and minutes at key statutory, strategic, and partnership meetings.
  2. Email Support: monitoring team/group and duty inboxes, following up actions, and responding within agreed timescales.
  3. Accurate recording of confidential information on relevant IT systems, including running reports for the service area.
  4. Support with finance systems, invoicing, and procurement, adhering to audit requirements and using specific Council systems.
  5. Provision of general administrative support, including tracking upcoming events, online research, data returns, reporting, and performance statistics.
  6. Collection and distribution of post, scanning to maintain a paperless environment.
  7. General administrative tasks, such as data entry, photocopying, faxing, and managing filing systems.
  8. Liaison with IT contractor and Web Team, updating web content for service areas.
  9. Supporting managers/professional staff with electronic diaries, team calendar, and reception duties as required.
  10. Office Supplies: reviewing stocks, placing orders, and liaising with Facilities on specialist service requirements.
Requirements
  • Good level of general education.
  • Good numeracy and literacy skills.
  • NVQ Level 2 in Business Administration.
  • Experience in providing comprehensive administrative support across various services and/or individuals.
  • Experience in managing electronic or hard copy filing systems.
  • Demonstrable organisational skills and ability to prioritise work to competing demands.
  • Experience and competence using IT and common business support packages, including Word, Outlook, Excel, LiquidLogic, Capita, Child View, and Business Objects.
  • Ability to produce a range of documents, including letters and minutes of meetings.
  • Ability to accurately and efficiently input and maintain information on client contact and case work.
  • Ability to communicate effectively and tailor communication to meet the needs of the service area.
  • Ability to take ownership of work and fulfill agreed commitments, checking work for accuracy.
  • Demonstrable experience of identifying/recognising potential problems and taking appropriate action to meet the needs of the service.
  • Ability to think about alternative ways of doing things and be open to new work practices and responsive to change.
  • Knowledge and understanding of supporting legislation and current best practice in relation to services.