Administration Officer

  • Full Time
  • Walsall

Walsall Council

Our client Walsall Council are looking for Administrative Officer.

Salary: £9.41 per hour PAYE

MAIN ACTIVITIES:

Administrative Support

  • Provision of administration support, including incoming/outgoing post, typing of memos, letters, committee and complex reports and provide general assistance as required.
  • Independently drafting routine correspondence, agendas and standard reports and responses.
  • Undertaking independent research into matters to support Children’s Services Directorate
  • Responsibility for independently arranging meetings with internal and external parties (identifying appropriate agency attendance), coordinating all arrangements, including ensuring all required paperwork is completed within statutory timescales and circulated to relevant parties preparing and distributing agenda items, information packs and any other documentation, including booking rooms, arranging and/or setting up appropriate IT equipment, ordering refreshments and inviting participants using electronic or traditional methods.
  • Independently maintaining diaries, schedules, archives and filing systems.
  • Attending meetings, including board meetings and working parties to take notes as necessary, formalising notes into appropriate formats and distributing accordingly, ensuring decisions are recorded and reasons given, and action plans are developed and chased in readiness for the next meeting.
  • Operate relevant equipment/ICT packages, eg Word, Excel, databases, spreadsheets, Internet
  • Maintaining confidentiality, understanding that the work undertaken might include issues of a sensitive nature and must not be discussed or disclosed to any other officers or agencies without prior agreement or family consent.
  • Maintaining client files, paper or electronic. This could include filing, archiving and scanning.
  • Monitor and progress- chase actions ensuring deadlines and targets are met
  • Maintaining unit records, including CPD information, sickness absence, annual leave, training days taken etc using ICT systems as required.
  • Maintaining structure and unit details using HRD systems

Customer Service

  • Taking accurate messages and ensuring that these are passed to appropriate staff, recognising urgent situations and taking action to ensure messages are not overlooked.
  • Where appropriate deal with enquiries to resolution, updating systems and records of all actions taken.

Financial

  • Ensure that financial systems are in place as required by the Local Authority, Ofsted.
  • Use financial systems as required including raising purchase orders as requested and ensure appropriate authorisation for payments, in line with audit and financial regulations.
  • To maintain imprest accounts and make payments as required.
  • Ensuring safe and petty cash keys are administered in accordance with official procedures.
  • To hold a purchase card to the required level of authorisation

Inputting and Information Processing

  • Accurately processing various sources of data using variety of programmes, including databases and spreadsheets.

Office Systems

  • Maintaining client files, records and filing systems (including archiving) as appropriate.
  • Supporting the use of IT systems and working in accordance with system procedures.

General

  • Prioritising own workload at all times to ensure efficient running of the office.
  • Maintain a professional workspace by keeping workstation, office, waiting areas clean and tidy at all times.
  • To support the service in meeting its health and safety obligations in relation to buildings and people.
  • To undertake training and constructively participate in meetings, supervision, seminars and other events designed to improve communication and assist with the effective development of the post and post holder.
  • Demonstrate through personal and professional example a commitment to equality of opportunity for staff and service users and to challenge discrimination and other forms of unjust behaviour.
  • The post holder is expected to be committed to the Council’s core values of public service, quality, equality and empowerment and to demonstrate this commitment in the way they carry out their duties.
  • Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
  • To assist with responses to Freedom of Information requests
  • To undertake any other task that might reasonably be required within the grade and overall functions of the post.

To apply for this job email your details to andrea.nemcova@startingpointrecruitment.co.uk.