KEY DUTIES AND RESPONSIBILITIES INCLUDE:
1.To provide high quality administrative support and to be responsible on a day to day basis for the joint supervision of clerical staff administering all requests through the generic mailboxes and for ensuring work is co-ordinated and completed within timescales. A detailed knowledge of financial processing, guidance and processes, structures and teams throughout HLH will be required (full training will be provided).
2.To deal with enquiries including liaison with managers for advance information as needed, providing information and taking messages as appropriate including referring to appropriate members of staff as required and ensuring contacts receive responses.
3.Assist with the full range of requirements around the organisation of scheduled, regular corporate and board meetings and any ad hoc requirements. This could include issuing e-diary invites, arranging venues and refreshments, drafting agendas, ensuring regular agenda items are scheduled, follow up on actions, taking minutes/notes and co-ordination of Chief Executive area visits.
4. To work closely with team colleagues to provide high quality administrative support for Music Tuition staff and customers through the music tuition database and generic mailbox. Supporting the co-ordination of Highland Young Musicians activities working closely with the Music Development Officer. This involves liaison with parents and instructors, raising of invoices and ensuring timely payment.
5.Support colleagues to maintain records to ensure Leadership Programme certificates and associated material for students are organised timeously.
6.Setting up of Child protection courses through a central database, liaising with trainers and issue of emails to staff, invites to meetings using Microsoft Teams and provision of certificates. Assist with any safeguarding administration.
7.To assist with the collation of monthly absence returns using excel spreadsheets.
8.To assist with in house financial processes training as required across HLH and within the BS team.
9.To assist with the maintenance of the Business Processes Handbook ensuring up to date guidance available to the BS team.
10.Ensure that all processes within the remit of the post are undertaken in accordance with procedure and carried out timeously.
11.To co-ordinate approvals and distribution of any All staff emails and information throughout the Service as required.
12.To identify and progress improvements within the team in conjunction with others as needed.
13.To assist other areas of the Service with particular projects or in the event of holidays or sickness.