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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 assigned administrative tasks are completed and delivered within agreed timescales and frequency.
  2. Work within established business support and administration processes, maintaining consistency and efficiency.
  3. Develop an understanding of the specific business support and administration needs of the service area, tailoring support to meet these requirements.
  4. Stay up-to-date with legislative and statutory requirements, ensuring compliance and adherence to Service Level Agreements.
  5. Implement effective systems and processes to meet operational needs, ensuring accurate and up-to-date data and information.
  6. Adopt a flexible approach to working, responding quickly and effectively to peaks and troughs in service demand.
Specific Job Activities
  1. Meetings Support: book rooms, collate and distribute papers, record attendance, and take minutes at key meetings.
  2. Email Support: monitor inboxes, follow up on actions, and respond within agreed timescales.
  3. Accurately record confidential information on relevant IT systems and run reports for the service area.
  4. Support finance systems, invoicing, and procurement, adhering to audit requirements and using Council systems.
  5. Provide general administrative support, including tracking events, online research, data returns, and performance statistics.
  6. Collect and distribute post, scanning as necessary to maintain a paperless environment.
  7. Perform general administrative tasks, such as data entry, photocopying, and managing filing systems.
  8. Liaise with the IT contractor and Web Team, updating web content for service areas.
  9. Support managers and professional staff in maintaining up-to-date electronic diaries and team calendars.
  10. Cover reception areas and perform customer-focused duties as required.
  11. Manage office supplies, reviewing stocks and placing orders as necessary.
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.
  • 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 fulfil agreed commitments, checking work for accuracy.
  • Demonstrable experience of identifying and addressing potential problems.
  • Ability to think creatively 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.