Venesky-Brown’s client, a public sector organisation in Devon, is currently looking to recruit an Administration Officer for a temporary contract for 12 weeks at a rate of £13.57/hour. PAYE This role can be a hybrid of working at home and in the office. Open to flexible working arrangements. Responsibilities:
- Provide senior administration support to the corporate office and teams throughout the directorates, where required.
- To provide and coordinate administrative and secretarial services; this includes diary management, the preparation of agendas and notes/minutes, and taking appropriate follow-up actions as required.
- Managing senior manager’s mailboxes, dealing with incoming emails on behalf of the senior manager as appropriate, using categories to organise emails, and developing an efficient email filing and archive system.
- Managing team mailboxes, responding to requests and queries in a timely manner.
- Supporting the team with the management of projects, gathering information, and undertaking enquiries as and when necessary for the head of department, teams and the department.
- Provide specialist personal assistant/senior administration support and advice to the senior manager/s by:
- Taking telephone calls for the senior manager/s using their initiative to deal with phone calls and messages, passing on information accurately to the relevant departments/person.
- Sorting and prioritising all incoming mail and e-mail, distributing as appropriate.
- Managing the senior manager’s mailbox, dealing with incoming emails on behalf of the senior manager as appropriate, using categories to organise emails, and developing an efficient email filing and archive system.
- Managing team mailboxes, responding to requests and queries in a timely manner.
- Managing the electronic diary for the senior manager/s, including arranging and changing appointments and prioritising these as appropriate.
- Regularly using Microsoft Teams and Skype for telephone calls and meetings where appropriate.
- Organising and planning meetings/events as necessary, including booking rooms, arranging refreshments, dealing with external visitors, and collecting/distributing supporting materials.
- Providing support to the team as required through recording, monitoring, and actioning associated paperwork for appraisals, 1:1's, annual leave, mandatory training, and absences.
- Act as a point of contact for dealing with and responding effectively to queries from stakeholders and passing on relevant information to the appropriate team member in a timely manner.
- Support with the booking of rooms for other Directorates/teams and provider organisations and greeting external visitors.
- Providing support to the team as required for HR processes.
- Supporting senior manager/s with basic project management and participating in team events as required.
- Preparing agendas, taking formal minutes/action notes and distributing notes of meetings, including typing up group discussions and interviews as necessary.
- Maintaining action and decision logs for meetings as appropriate.
- Providing line management/supervisory support to Band 3 and Band 2 colleagues as required within the Administration function.
- Providing cross-coverage within the Directorate's own team and other teams during annual leave/sickness absences and busy periods.
- Supporting recruitment processes as required through vacancy approval, arranging interviews and monitoring vacancy systems.
- Working together with other administrators/PA’s within the System to provide an effective network of communication.
- Carry out other appropriate delegated duties as required
Essential Skills:
- Significant administrative or relevant experience, including initiating and maintaining office systems.
- Experience in dealing with sensitive and confidential information.
- Knowledge or experience of minute-taking or note-taking skills.
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
- Project management qualification or equivalent experience
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users.
- Ability to work effectively as part of a team
- Understanding of and commitment to equality of opportunity and good working Relationships
- Problem-solving skills
- Time management skills with the ability to re-prioritise.
- Skills for supporting aspects of projects, ensuring they meet financial targets
- Advanced keyboard skills with a high degree of accuracy for minute-taking and data input
- Ability to work without supervision.
- Able to work on own initiative, organising and prioritising own and others’ workloads to changing and often tight deadlines.
- An ability to maintain confidentiality and trust.
- Professional, calm and efficient manner.
- Commitment to continuing professional development.
- Positive, flexible and proactive approach to work.
Desirable Skills:
- Understanding of Data Protection Act
- Training or experience of direct line management.
If you would like to hear more about this opportunity please get in touch.INADMIN
