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Client:
5 Star Recruitment
Location:
Job Category:
Other
EU work permit required:
Yes
Job Reference:
f8b0a7476608
Job Views:
3
Posted:
10.03.2025
Expiry Date:
24.04.2025
Job Description:
JOB DESCRIPTION
Post Title: Administrative Assistant
Department / Service: Business Support & Transformation
Job Purpose: To provide comprehensive administrative support, coordinate the work of a small administration team, allocate tasks, ensure completion to meet deadlines, provide induction and training to colleagues and new starters, and act as a point of contact for the line manager in his/her absence.
Duties and Responsibilities - Job Specific
* Carry out clerical tasks such as typing, filing, photocopying, inputting, scanning, and managing spreadsheets and reports.
* Answer the telephone bilingually in Welsh and English.
* Allocate daily tasks and monitor their completion within set time scales.
* Cover reception as required, dealing effectively with a wide range of queries.
* Handle all incoming and outgoing mail, internal, external, and fax.
* Send out documentation on behalf of practitioners to Service Users or other Agencies, ensuring recording systems are followed.
* Input and maintain electronic data systems and carry out data validation.
* Handle confidential and sensitive information appropriately.
* Manage cash transactions, accept payments, issue receipts, and carry out banking duties in line with financial regulations.
* Be a team player and assist colleagues as required.
* Undertake training as necessary.
* Maintain a clean, tidy, and professional office environment, including noticeboards and public areas.
* Conduct Health & Safety routine tests and checks.
* Organize and cancel appointments and meetings for practitioners as required.
* Take minutes at complex meetings (i.e., Legal/statutory) as directed by manager/supervisor.
* Plan and allocate work within the admin team.
Duties and Responsibilities Corporate
* Establish good working relationships both internally and externally.
* Comply with the Authority's Policies and Procedures, notifying Senior Officers of any inadequacies.
* Support the Authority's principles and practices of equality of opportunity as outlined in the Equalities Policy.
* Apply Health & Safety practices within daily operations, sharing responsibility across the department, directorate, and Authority.
* Provide necessary personal information for the Authority to fulfill its employer obligations, primarily for personnel, administrative, and payroll purposes.
* Undertake reasonable tasks commensurate with your grade as determined by your Line Manager or Head of Service.
* Be aware of the Corporate Safeguarding Policy and report any concerns appropriately.
PERSON SPECIFICATION
Knowledge & Skills
* Good standard of education (5 GCSE or equivalent).
* Knowledge of Microsoft Office Software.
* ECDL or equivalent.
* Knowledge of WCCIS (Client Information system).
* Minute taking skills.
* Ability to communicate in English.
* Ability to communicate in Welsh (subject to team skills mix).
* Knowledge of Financial Regulations.
* Experience in an office environment.
* Understanding of data protection legislation and confidentiality.
Supervision & Management
* Attend and contribute to own supervision with the manager.
* Provide direction and on-the-job training to junior staff and new starters.
Creativity & Innovation
* Contribute to the development of office practices and procedures.
* Knowledge of other Council Services for handling queries and signposting.
Contacts & Relationships
* Communicate effectively with people from all socio-economic backgrounds.
* Maintain polite and courteous communication.
Decisions / Recommendations
* Make decisions within Council policy without reference to others.
* Manage own workload independently.
Resources
* Handle various sources of data.
Physical Demands
* Work to deadlines.
* Function effectively in an office environment.
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