1.Post Details
Job Title: Administrative Officer
Main Location: Oystermouth House, Llansamlet, Swansea
Reports to: The Head of Performance and Communications

CHILDREN’S COMMISSIONER FOR WALES

Job Description

2.Main purpose objective and context of the role (in summary)
  • To work as a member of the office team to provide a wide range of administrative support activities to colleagues in the Office of the Children’s Commissioner for Wales.
  • To follow standard procedures and guidance and the professional advice of the Head of Performance and Communications and other colleagues in all aspects of work.
  • To participate in cross functional project groups within the office and provide full administrative support.

3.Main duties and responsibilities
  • To undertake word processing, document production, proof reading, copying and distribution on behalf of colleagues. This will include the handling of sensitive and confidential information.
  • To provide a reception service for visitors to the office, offering refreshments and contacting the appropriate officers efficiently.
  • To maintain file management and record keeping systems for members of the team and assist with the receipt, distribution and dispatch of all mail received and generated by the team.
  • To participate in a rota to manage the office’s main telephone line, responding to initial telephone enquiries, taking messages and relaying messages, checking the answer phone each morning and throughout the day.
  • To provide administrative support for colleagues on specific project work, attending meetings, taking meetings notes, following up actions points and setting agenda items.
  • To support the arrangements for meetings, courses and training sessions held with the researching and booking of appropriate venues, and the provision of supplies and refreshments.
  • To photocopy and shred documents for the team.
  • To manage the supply of office resources and stationery.
  • To ensure that cheques entered onto the ledger are in line with requirements of the Finance handbook and Treasury and Audit requirements.
  • To ensure all payments are processed through the ledger and records maintained, ensuring the completion of the relevant forms and obtaining signatures.
  • To provide help and assistance to internal and external auditors during the course of their visits.
  • To provide help and support to colleagues regarding the monthly reconciliation process.
  • To undertake the investigation of issues identified in relation to supplier queries and in support of the Finance Officer and Finance Manager.
  • To support work with children and young people as requested and at an appropriate level in line with the Children’s Commissioners’ organisational values.
  • To support the creation of an inclusive and supportive work place culture by providing assistance and occasional cover for duties to colleagues across all functions as necessary.
  • To uphold the values of the Commissioner in terms of her commitment to championing the rights of children and to listening to and involving children and young people in key aspects of his work.
  • To undertake any other duties within the remit of the grade as deemed necessary by the Management Team or any of its members.

Person Specification for Administrative Officer
1. Attainments/Qualification
Essential
  • Educated to GCSE level or equivalent.
/ Desirable
  • OCR in Administration
ECDL /CLAIT / How tested
  • Application/ Interview

2. Skills
Essential
  • Excellent communication skills both written and oral.
  • Ability to deliver tasks with a strong focus on customer care.
  • Ability to work with minimal supervision.
  • Ability to respond politely and calmly to complex calls and deal with callers sympathetically.
  • Good prioritisation and organisation skills.
  • Well-developed skills in Microsoft Office packages such as excel, word and powerpoint.
  • Ability to communicate verbally to the same high standard and with confidence in Welsh and English.
  • Ability to respond to email and other written correspondence in Welsh with support.
/ Desirable
  • Ability to take minutes of meetingsconfidently and accurately
  • Ability towrite up minutes in a clear and professional style
  • Speed writing /short hand skills
/ How tested
  • Application/ Interview

3. Knowledge / Experience
Essential
  • Experience of providing a wide range of administrative support to others.
  • Experience of using electronic information systems and folder management.
  • Experience of ordering and managing office supplies.
  • Excellent knowledge of Microsoft office systems, including word processing, excel spreadsheets, outlook and access databases.
/ Desirable
  • Experience of working with children and young people
/ How tested
  • Application/ Interview

4. Personal Qualities
Essential
  • Self-motivated and pro-active in completing tasks to deadlines.
  • Organised and process-driven.
  • Flexibility and a readiness to respond to changing requirements and urgent requests.
  • Committed to representing the views of children and young people in all that we do.
  • Committed to promoting the rights of children and young people
  • Committed to public service delivery and meeting the needs of children and young people.
  • Willingness to acquire new skills.
  • Willingness to travel on occasion.

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