Administrative Assistant

Salary: £25,119 – £26,873 per annum

JOB PURPOSE: The postholder will provide administrative support to the Department in order to professionally maintain the delivery of high-quality functions in line with Council’s policies and procedures (together with any external funder requirements) including: • Operating and updating the computerised finance system • Providing assistance with bookings • Providing Administrative Support to Senior Managers in the Department • Delivering a comprehensive, professional and confidential administration service for the Community Development Department. MAIN DUTIES AND RESPONSIBILITIES 1. Provide administrative support across the Department to include: • word processing of documentation, including committee reports, correspondence and presentations, • creating/maintaining financial spreadsheets, databases, information and administration systems; • filing, • receiving recording and distributing incoming mail and process outgoing mail; • receiving and directing of telephone calls; • Maintaining and ordering stationary as required. 2. Operate the computerised finance system ensuring that requisitions, orders, GRNs and invoices are processed in accordance with Council procedures and that all necessary supporting documentation is completed. 3. Assist with the preparation and maintaining of financial information including budgets and statistical reports for Council and funded programmes. 4. Assist where necessary with the financial operations across the Department, to include the procurement of good and services, preparation of grant claims and collection of all necessary supporting records and documentation. 5. Liaise with appropriate personnel regarding verification, payments and auditing procedures. 6. Assist with the overall development and implementation of financial and administrative quality improvements within the Department. 7. Assist in providing comprehensive support for the management and operation of the Department’s computerised booking system for community facilities, as required. 8. Operate the Council’s online financial system, petty cash and credit card facility in accordance with Financial Policy and regulations. 9. Provide secretariat support for a number of meetings to include attendance at meetings, making the associated arrangements, preparation and distribution of notice of meetings, minutes, agendas, supporting documentation and initiating and processing actions. 10. Coordinate diaries for officers, including scheduling meetings and prioritising appointments, and assisting with arrangements for events promotions, courses, conferences, seminars etc. 11. Act as first point of contact for information requests, queries and complaints offering support as appropriate or referring queries to officers as necessary 12. Identify and prioritise tasks on an ongoing basis exercise confidentially in all matters and operate within a political environment. 13. Undertake any other relevant duties that may be required and are commensurate with the nature and grade of the post.

Qualifications and training

• A minimum of five GCSEs (Grades A – C) or equivalent/comparable including English Language and Mathematics.

Experience

• Two years’ relevant administrative experience to include two years’ experience in each of the following:

▪ servicing of meetings;

▪ diary management;

▪ managing databases and spreadsheets.

• One year’s experience of using Microsoft Office applications including Microsoft Word and Excel.

Key Skills, Knowledge and Attributes

• Excellent verbal and written communication skills.

• Good organisation skills.

• Ability to exercise tact and discretion in relation to confidential matters.

• Be able to work on own initiative.

• Have the ability to work under pressure and manage conflicting priorities.

Working Arrangements/Flexibility

• 37 hours per week, Monday to Friday 9.00 am – 5.00 pm. A flexible working hour’s scheme is in operation. The post holder will be required to work outside of normal working hours as necessary.