Job Specification

Job Title:AdminOfficer- Operations
Grade:4 / Job Evaluation Code: JGC1771
Reporting to:
Support Services Co-ordinator / Manager’s Grade:
Location:
Various locations across the district. This post will be based at one of several locations across the district within one of the assessment and care management teams. This post will be required to work flexibly and support business support functions across Integrated Care, Assessment and Care Management teams.
Service Area:
Adults Integrated Care / Service Directorate:
Adults, Health and Communities
Workstyle:
Workplace based, the post holder will be expected to operate a mobile and flexible work pattern across assessment and care management teams.
Overall Purpose of the Post:
To provide an effective and high quality business and administration support service to Integrated Care teams.
Requirements for the post.
Essential / Desirable
Qualifications/ Training / 4 GCSE “C” or above grades, or equivalent including Maths and English.
ICT Qualification such as EDCL, ICT GCSE or equivalent experience. / NVQ Level 3 in Business Administration or equivalent in a subject relevant to the role.
Recognised Customer Service qualification.
Driving Licence.
Knowledge / Knowledge and understanding of a range of business administration systems and procedures.
Understanding the principles of data protection, confidentiality and information security and working in an environment dealing with sensitive and confidential information.
Knowledge of the Council’s Policies and Procedures relating to the role e.g Health & Safety and Equal opportunities.
Knowledge of the Council’s Customer Care Standards.
Knowledge of IT systems required for the role e.g. Microsoft Office programmes or other equivalent systems. / An understanding of the work of Local Government.
Experience / Experience of working as part of a team and working on own initiative.
Experience of communicating confidently with staff from various levels, partners and with the public.
Experience of IT systems relating to the role e.g. Microsoft Office.
Relevant experience of working within a similar function.
Experience within Local Government/ confidential environment.
Experience of delivering a service to meet the needs of internal and external customers and meet tight deadlines.
Experience of taking complex minutes.
Experience of diary management. / Experience of working with sensitive information relating to adults social care.
Experience of working flexibly.
Experience of using an electronic social care records system.
Experience of using financial IT systems for processing orders and invoices (i.e. Agresso).
Experience of managing performance.
Physical Skills / Excellent IT skills including word processing,spreadsheets,power-point and Outlook .
Ability to input data as required and type documents with speed and precision.
Competencies and other skills required / Ability to present information clearly, concisely and professionally.
Excellent written, verbal and interpersonal skills with the ability to communicate effectively to a wide range of internal and external customers. With the ability to negotiate, persuade and influence.
Excellent organisational skills with the ability to work on own initiative and manage own workload, completing tasks within tight deadlines.
Ability to learn new tasks as directed.
Excellent time management skills.
Excellent team working skills.
Able to respond to enquiries and communicate effectively and accurately at all times with minimum supervision or direction.
Ability to support and minute meetings.
A pro-active approach to the delivery of a support services function.
Ability to deal with information of a confidential and sensitive nature with respect and integrity.
Displays a positive attitude to change and working flexibly.
Key Outcomes/ Activities
  1. To provide an effective administration and business support service to staff and customers by providing a range of administration tasks which may include data input, typing, diary management, photocopying, producing correspondence etc.
  1. To act as a first point of contact for the team, dealing independently with routine enquiries and requests for information from a range of colleagues, partners and members of the public either verbally or in writing, working within the Councils Customer Care policy and displaying a can do attitude.
  1. To contribute to the maintenance of effective communication systems by both receiving and giving accurate messages/information to all levels of colleagues, partners and members of the public.
  1. To treat customers with respect and aim to provide the most effective service possible.
  1. To actively establish who your customers are and assist in meeting their needs.
  1. Under guidance from line manager, assist the team in dealing with the administration of a range of financial tasks which are relevant to the grade of the post, this may include ordering goods and services, processing invoices for payment anddealing with petty cash following relevant policies and procedures.
  1. Develop knowledge of all relevant policies, practices, legislation and codes of practice and the need to comply with standards of behaviour outlined in relevant legislation and guidance. E.g. Core competencies, Code of Conduct, Data Protection, Equal Opportunities etc.
  1. To arrange meetings and conferences including room bookings, agenda and documents preparation, attend meetings, undertake and produce complex minutes in a timely manner and circulate approved minutes.
  1. To undertake timely and accurate data recording and storage within electronic and manual systems.
  1. Ensure that office equipment (multifunctional devices, telephones etc) are functional, mending minor faults and reporting major faults.
  1. To provide accurate and timely reports as required by the service.
  1. To support the effective operation of electronic systems within the service.
  1. To work as part of a team to proactively identify and implement new systems, processes and more efficient and effective ways of working and to contribute to the implementation of new technology.
  1. To ensure post is dealt with on a daily basis, ensuring information is filed and circulated to the correct person or department.
  1. To support and actively work with others, internal and external colleagues and partners, displaying a positive attitude to achieve common goals and objectives.
  1. To share skills, knowledge and experience with colleagues.
  1. To develop and implement performance management systems that assist managers in their role.
  1. To fulfil the Council’s Health and Safety requirements.
  1. To prepare and participate in supervision and appraisal.
  1. To take responsibility for personal continuous development and undertake training as required, maintaining and gaining new skills and knowledge in accordance with the changing requirements of the service.
  1. To take responsibility for your role and understand how it fits within the organisation.
The duties and responsibilities highlighted in this Job Specification are indicative and may vary over time. Post holders are expected to undertake other duties and responsibilities relevant to the nature, level and scope of the post and the grade has been established on this basis.
Responsibility for Resources
Employees (Supervision):
None.
Financial:
  • Assist in the administering of petty cash and purchase card arrangements.
  • Responsible for the ordering of stationery, office supplies and booking of facilities and rooms.
  • Responsibility to process invoices for payment.
  • The post holder will have Level 1 authorisation and the ability to authorise invoices up to £250.

Physical:
  • Responsibility for the recording, storage and retention of sensitive information and for ensuring safe destruction of information where necessary.
  • Will contribute to holding accurate records of inventories for resources.
  • Will contribute to the co-ordination of building repairs and maintenance issues.
  • Will fulfil the Council’s Health and Safety requirements.

Customers and Clients:
  • As a member of the team, support and assist with dealing with enquiries from other colleagues and members of the public as appropriate.
  • Will maintain a customer focused approach at all times, dealing with internal and external colleagues and partners and members of the public in a respectful manner in line with the Councils Customer Care Policy.

Working Conditions:
  • Office based and mainly in a sedentary position, limited requirement for standing and walking, and/or carrying of equipment and resources.
  • The post holder will work in a confidential environment dealing with highly sensitive and emotionally challenging information.
  • The post holder may be exposed to or may have to deal with some verbal abuse, aggression or anti-social behaviour from members of the public when dealing with enquiries.
  • A professional ‘can do’ attitude, responding quickly to new ideas and initiatives.
  • The council operates a no smoking policy and work places have been designated as non-smoking.

Characteristics of the post:
Employees are encouraged to participatein training activities in order to enhance their own personal development relevant to the role.
Flexible Working – The nature of the work may require the post holder to work occasional evenings and weekends on a planned basis and from other operational bases to meet the needs of the service.
The post holder may have contact with vulnerable adults and this may lead to the identification of concerns in respect of maltreatment, abuse or neglect and the post holder will be trained to have an understanding of safeguarding practice. This training is mandatory and will be refreshed every 3 years.
The employment checks are required:
  • Evidence of entitlement to work in the U.K.
  • Evidence of essential qualifications – see page 1 of this job specification
  • Two satisfactory references
  • Confirmation of medical fitness for employment
  • Registration with appropriate bodies (where applicable)
The following employment checks are required for those positions which are based in a school or working with vulnerable young people and adults:
Evidence of a satisfactory safeguarding check e.g. DBS check at the relevant level
Date completed:June 2016