Administrative Assistant

PURPOSE AND FUNCTION OF THE POST

The post holder will carry out all generic administrative duties plus post-specific duties within any department in the Council.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1.       General administration including word processing, audio typing, maintenance of spreadsheets and databases, central and localised filing systems and dealing with general enquiries from the public.

2.       General secretarial/administrative support to the designated line manager.

3.       Tasks specific to the post to which you are appointed that are relevant to this grade of post.

4.       Processing of financial systems and cash handling.

5.       Processing of ICT systems and/or programmes.

6.       Collate and produce management information and Committee/Council reports as directed. Attending meetings to formally record minutes.

7.       Monitor inventories and carry out stock checks as requested. Assist in purchasing and the preparation of quotations.

8.       Deal with complaints in line with the Council’s customer complaints policy.

9.       Provide support in updating and maintaining the Council’s website.

10.   Provide cover or additional resources for other employees in the Section in respect of meeting deadlines or when additional resources need to be applied to any specific duty of the section.

11.   To comply with and promote equality, health and safety in accordance with Council policies and legal requirement.

12.   To undertake any other appropriate duties as may be allocated from time to time in accordance with the general nature of the post.

QUALIFICATIONS

·       5 GCSE’s (grade C or above), or equivalent

EXPERIENCE

·       2 years’ relevant administrative experience

·       2 years’ experience dealing with the public by phone and in person

·       Experience of using computer software including Microsoft Office

·       Experience in minute taking

·       Experience in the maintenance of spreadsheets and databases

KNOWLEDGE, SKILLS, AND ABILITY

·       Good level of written and verbal communication skills

·       Ability to produce accurate work to tight deadlines

·       Ability to pay attention to detail

·       Good organisational skills

·       Ability to use own initiative

·       To be a good team worker

OTHER REQUIREMENTS

·       Basic Access NI check may be required for some roles