Administrative Officer

PURPOSE AND FUNCTION OF THE POST

To manage the administrative function of the Section and to maintain an effective administrative support to the Section Head and to assist the Development Officers in the development, delivery, and evaluation of various strategic projects which are to be completed for the betterment of the Borough’s City, Towns, and Villages. To act as a liaison point in dealings with other departments within the Council and with the public.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1.          To ensure on a day-to-day basis that all administrative and clerical duties in the Section are efficiently and effectively carried out including the allocation of work to the administrative and clerical employees (as appropriate).

2.          To undertake specific administrative and project related duties for the Line Manager and/or the Section/Department.

3.          To organise and deliver events, conferences, training, meetings, working groups and consultative panels. (This may include attending these meetings and events outside normal working hours).

4.          To establish, co-ordinate and maintain systems/procedures for management information and budgetary control including procurement, funding initiatives, completion of returns and financial processing.

5.          To be the central point of contact for correspondence, and to deal with internal and external enquiries. To liaise with employees and to act as referral point in the section for information exchange. To route other queries to appropriate Department/Section.

6.          To assist in the preparation of reports and take responsibility for investigation and research work as required. To manage data collation, revision and insertion of information on the Internet as required.

7.          To manage, maintain and update all appropriate files and records within the section (electronic and paper systems).

8.          To take and draft minutes of meetings as required.

9.          To undertake tasks specific to the relevant Department/Section.

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

QUALIFICATIONS

2 ‘A’ Levels or equivalent

EXPERIENCE

·       At least two years’ relevant experience in a similar role, providing administrative support at senior level including secretarial support, report writing, computerised record maintenance and diary management.

·       At least two years’ experience of organising and prioritising a demanding workload.

·       At least two years’ experience of taking minutes at formal meetings and setting up meetings and events.

·       Experience of collating management information.

KEY SKILLS & ABILITIES

·       High level of written and verbal communication skills

·       Good interpersonal skills

·       Ability to pay attention to detail

·       Excellent organisational skills

·       Proficient in the use of MS Office and other related software

·       Ability to develop and maintain excellent working relationships

·       Tact and diplomacy when handling sensitive/ confidential issues.

OTHER REQUIREMENTS

·      A valid driving licence with access to a form of transport that will allow fulfilment of the duties of the post or have access to a suitable form of transport which will enable the post holder to meet the requirements of the post. *

·      Be prepared to work outside the normal working hours when required