Administrative Assistant

**Administrative Assistant**

**Salary**:Band 5, £25,652 to £27,363 p.a. (£14,559 - £15,530 for 21 hours)

21 hours per week (could possibly increase to 28) hours per week.

**The Service**

Shearwater is in Milton area of Portsmouth and is a purpose built 40 bed dementia residential home, which opened in August 2009. The accommodation is spread over 2 floors in units of 20 per floor. All bedrooms have a private ensuite with a shower.

We currently have around 100 staff working different floors throughout the home. The second floor is currently not occupied and is being used for the council's contingency plan, plus activity area for residents.

**What is the role**

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.

**Who is the person**

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 read the job profile for full details of the role._**

**About Portsmouth City Council**

**What we can offer you**:
Portsmouth City Council is a unique organisation, committed to making a difference, and is guided by core values that set who we are as people, what we stand for, and how we act.

Read more about working at Portsmouth City Council and our benefits on our careers portal homepage: Careers Portal - Find jobs with Portsmouth City Council

Portsmouth City Council is committed to safeguarding and promoting the welfare of adults at risk and expects all staff and volunteers to share this commitment.

DBS Disclosure at Enhanced level will be required prior to any offer of employment and this post is exempt from the Rehabilitation of Offenders Act 1974.

A**dditional Information**:
**How to apply**:
Remember to demonstrate why you are suitable against each of the points described in the 'Who is the Person' points on the Job Profile using examples from your experience or transferable skills. This might be through qualifications or descriptive examples from your work / personal experience, which clearly illustrates what you did and the effect it had.

You will need to demonstrate that you have the Right to Work in the UK. No post will be offered without it.