PURPOSE OF THE JOB: To provide high quality confidential, administrative support to the Complaint Team including answering telephone, email management, logging and answering routine correspondence, updating records, To occasionally provide a high quality confidential, administrative support function across Adult Social Care (ASC) on request. This includes co-ordinating and producing the appropriate documentation for meetings, collating information, minute taking, updating records/shared drives To provide a financial administration and reconciliation of purchase orders and invoices within ASC SMT. COUNCIL KEY ACCOUNTABILITIES The post holder will: DELIVERY Lead on the delivery of an effective financial administration and reconciliation of purchase orders and invoices for the Directorate using the Council's e-procurement system. Actively consider new and innovative ways of doing things, recognising and promoting the positive benefits of change to improve services and achieve goals. Identify, establish and maintain relevant information and systems in critical areas and analyse material to identify priorities, make decisions, determine action and review progress. Ensure that their work is in accordance with required Council standards and standing orders, legal requirements and national and local objectives and that adequate monitoring and auditing processes are in place. Communicate in a confident, authoritative and assertive manner that is in line with established policies, practices and priorities of the Council and maintains and enhances its credibility. Deliver the overall service in a manner that promotes equality of opportunity and collaborative working within staff teams, ensuring that staff are aware of the requirement to deliver non discriminatory services and to promote greater equity for disadvantaged groups. Consistently promote and apply the Council's Human Resources Standards and Equalities Standards and to ensure that this is demonstrated and maintained throughout the service. Have an awareness of the organisational context and commitment to the Council's organisational values and beliefs. Assess their own priorities and set objectives and deadlines while maintaining a grip on the key priorities/accountabilities.STRATEGIC RESPONSIBILITIES Advise on ways to deliver service improvements in the areas they are responsible for. JOB SPECIFIC ACCOUNTABILITIES The post holder will: Provide administrative departmental business support across ASC including meeting scheduling, answering telephone, redirecting correspondence, minute taking as needed Assist with the local authority's response to complaints and compliments. This will include: monitoring data on complaints and analysing and responding to correspondence and telephone calls Maintain the logs for complaints, compliments and Freedom of Information requests and gathering information and ensuring responses are provided on time by officers. Coordinate strategic meetings on request including venue booking, ordering refreshments, sending out emails, agendas, correspondence, minutes, action points and other material to a high standard and timely manner and working with others to update any actions points. Ensure the timely and confidential production of correspondence, reports and other documents, ensuring that appropriate and available information technology is used to present these to a high standard. Provide routine general administration support, across the department at the request of Heads of Services, checking and chasing invoices from suppliers and reconciling and closing purchase orders at the end of the financial year. Correspond with Central Payments, Supplier Management, service managers and suppliers to ensure invoices are paid and purchase orders are reconciled correctly. Monitor and maintain databases of any ordering / receipt of goods and services. Provide any financial information about purchases as required. Occasionally organise the receipt, recording, distribution, despatch and collection of post. Organise and coordinate workshops, seminars and events as required. ● Provide input into relevant working groups as required. Undertake such other duties as the Senior Management Team from time to time may direct Supporting with data collection/entry across Adult Social CareGENERAL Undertake any duties appropriate to the job grade and consistent with the scope of the role, when required by their manager. At all times carry out responsibilities/duties within the framework of the Council's Equal Opportunities, Health and Safety and HR policies. Ensure all the services within the area(s) or responsibility are provided in accordance with the Council's commitment to high quality service provision to users. Person Specification SKILLS & ABILITIES The ideal post holder will demonstrate their ability to: Manage their time through effective work plans, setting priorities, meeting deadlines and prioritising conflicting demands. Use questioning and listening skills to accurately assess information, requests and tasks. Make rational, balanced judgements based on a range of information. Use skills in negotiation and persuasion to overcome delays, blockages and to progress work to ensure it is completed to the appropriate standard, on time and within the resources available. Generate confidence in their authority and use their social skills to put others at ease, to develop trust and to effectively manage expectations. Maintain confidentiality and political sensitivity. Develop effective cross-service relationships with managers. Communicate effectively with a variety of internal and external partners Present information in a structured way appropriate to the needs of the audience. Develop and improve end-to-end work processes, identifying handoffs, bottlenecks, blockages and redundant processes to deliver lean, efficient processes. Use their own initiative to be proactive and work independently to ensure tasks are completed on time and to the required standard. Ability to adapt quickly to new working environments and aptitude for learning new skillsKNOWLEDGE The ideal post holder will also have a good working knowledge of: ● Knowledge of the relevant legislation, the policy environment in ASC and the principles of best value. A good understanding of the legislation and Councilpolicies covering data protection, information sharing and confidentiality. WORK RELATED EXPERIENCE The ideal post holder will have experience of: Providing administrative support within preferably health and social care or large organisations Providing a range of support services including diary management, drafting letters and reports on behalf of Senior managers Raising and closing purchase orders Providing financial reconciliation and paying invoices Handling confidential and highly sensitive and confidential issues and having awareness of the Data Protection Act 2018 accordance with corporate and Directorate standards and in line with legislation. Co-ordinating high-level meetings and producing all relevant documentation including agendas, minutes and action plans. Taking accurate notes and minutes and ensuring follow-up work required is recorded and monitored. Using a range of computer applications such as Google Workspace, Cedar and Icasework, Producing clear, appropriate, sensitive communications for residents, Members and managers in a range of formats, including email, over the phone or in person. Dealing with all routine office duties. Logging and updating complaints and systems Working with a wide range of internal and external stakeholders. This role is for 3 months to fixted term for the right worker Barker Ross Group values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application. For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business