Job Title: Apprentice Commissioning SupportAssistant / Service: People
Post Number:PECL9122 / Division: Prevention and Commissioning
Grade 4 / Business Unit/Section
Integrated Prevention, Commissioning and Partnerships
Overall Purpose of Job:
To provide a range of administrative support services to the Prevention and Commissioning Team.
Main Duties of post:
  • Minute taking of project meetings, contract and performance meetings.
  • Produce spreadsheets, charts, presentations and documents.
  • Arrange, set up and administer internal and external meetings including; booking rooms and refreshments; taking, producing and distributing minutes and ensuring action points are allocated to appropriate officers.
  • Undertake general administrative duties in support of the service including diary management.
  • Prepare invoices for payment and requests for other financial transactions.
  • Support to project groups including producing plans from drafts, maintaining project logs.
  • Upload documents onto YOR Tender.
  • Develop, updates and maintains recording and monitoring systems.
  • Manage the day to day processing of petty cash and imprest income and expenditure.
  • Place orders and makes payments through the Council’s e procurement system.
  • Raise invoices as requested by teams using the Council’s Sundry Debtor System.
  • Maintain manual and electronic recording systems to meet internal and external financial requirements.

Knowledge, Skill and Experience Required:
  • Administrative skills
  • Working towards a relevant qualification
  • Knowledge and use of spreadsheet design and operation
  • Good interpersonal skills
  • Ability to work on own initiative
  • Ability to work as part of a team
  • Previous experience of taking minutes
  • Numerate
  • Literate
  • Ability to prioritise work and meet deadlines.
  • Customer Service Skills
  • Good organisational skills
  • Ability to use MS Office or equivalent for word processing, spreadsheets and email

Creativity and Innovation:
  • Uses initiative in ensuring that large volumes of work are correctly processed and prioritised.
  • Design and presentation of reports
  • Provides input into operational improvements and implement changes within team

Decision Making:
  • Decisions in respect of main tasks as directed by a Team Manager.
  • Makes administrative decisions within the Authority’s policies and guidelines
  • Exercises discretion in responding to requests for information and in referring matters to the Team Manager as appropriate
  • Decides on the most appropriate course of action in the event deadline issues and its impact on the workflow.

Contacts and Relationships:
  • Finance Officers
  • Colleagues
  • Colleagues from other directorates
  • Personnel and Officers from other organisations
  • Providing information, dealing with queries and advising and support
  • Commissioned providers including health services

Responsibility for Resources: (to include approximate value, sole or shared responsibility and for what percentage of their working hours away from their designated base)

Laptop.

WORK ENVIRONMENT
Work Demands:
  • Workload fluctuates in terms of volumes and type dependent upon the needs of the Service Management Team at the time
  • Deadlines for production of information for Management
  • Interruptions from visitors, clients, telephone etc

Physical Demands:
VDU / Keyboarding
Working Conditions:

Office based

Ability to transport yourself across North Lincolnshire

Work Context:

Minimal Risk

Position in Organisation:
Indicate how many staff the post is directly accountable for: 0
Are posts supervised in more than one location? No
Is the supervision shared with another post in the structure? No
Please indicate which post(s) ______

Note:

Post holders will be expected to be flexible in undertaking the duties and responsibilities attached to their post and may be asked to perform other duties, which reasonably correspond to the general character of the post and are commensurate with its level of responsibility. This job description is provided for guidance only and does not form part of the contract of employment.

Date of Job Description19th March 2014, Reviewed March 2018

Date copy sent to Post holder…………………………….

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