3 months contract with a Local Authority Job Summary: To provide administrative support to Public Health, a designated Public Health Programme Team, the Public Health team as a whole. The role requires understanding of the wider Health and Social care economy, with the ability to work as part of a team and manage changing priorities. Key Duties/Accountabilities (Sample): Reporting to the relevant senior member of public health team and works closely with the Business Support Lead and the other Senior Business Support Officers in maintaining a business support and administration function to a high standard for the Department. Where necessary, working together to develop appropriate office procedures to standardise operations within the team. Provide dedicated support to a Public Health Programme Team and ensure an adequate business and administration function is available to the whole Team. To act as a key contact within the department for the Senior Team. This requires communication and liaison with other council departments, external organisations and, occasionally, the public. Diary Management for the Programme Team including the other members of Public Health, as required. This will require communication with personnel at all levels within the Council, local health economy and external agencies, to ensure meetings are scheduled appropriately. Supporting and assisting key committees and meetings as relevant to the Programme. To process incoming mail/email and deal with routine correspondence by replying or redirecting as appropriate on time. To support contract monitoring procedures, minute taking, updating action logs, disseminating relevant papers, planning the schedule, following up actions on behalf of the team, collate input from other colleagues, manage drafts and arrange printing. To develop, maintain and update filing systems using SharePoint to follow up and bring forward systems, to ensure the efficient running of the office and easy access to files for staff. Responsible for deploying the departmental resource to maintain cover during publicised hours and to oversee telephone enquiries that include subjects of a confidential and sensitive nature are serviced appropriately and in compliance with standards expected of the respective Public Health programmes. To prioritise own workload with the ability to plan and highlight to the senior staff any issues which should be brought to their attention. Responsibility for the office stationery and equipment budget. Follow procurement procedures to ensure orders and invoices are processed in accordance with Council systems. Provide support for management of the IPROC system, liaising with the appropriate budget holders as required. Collating expenses. Support the organisation of workshops, conferences and away days involving, venue planning and liaison with speakers and participants to ensure the smooth running of events. Any other duties as designated by senior staff and commensurate with the post. Key working relationships will include Public Health, Council Managers and support officers, Community Services, NHS Trusts and Primary Care (GPs). Liaison with members of the public on Public Health issues and general knowledge of Council activities in order to direct people appropriately. The post-holder will be expected to maintain skilled communications and a good working relationship with all members of staff throughout the organisation. Organise, prioritise and manage complex issues and demanding workloads. Working with the Business Support Lead, identify opportunities for continuous improvement and efficiency in programme delivery. Liaise with auditors and other inspectors approved by the Council in any audit and investigation about the work of the team and the records held. Implementation of the Councils equal opportunities policies and its statutory responsibility about other individuals and service delivery. Skills/Experience: Excellent communication skills, both oral and written. Excellent secretarial, administrative and IT skills such as word processing, using spreadsheets, creating presentations and office management. Ability to deliver complex tasks with high level of accuracy and attention to detail. Ability to undertake, organise and prioritise a varied and challenging workload. Ability to delegate and demonstrate excellent interpersonal skills. Ability to produce timely and accurate statistical reports. Ability to produce timely and accurate minutes of meetings. Knowledge of Microsoft Office package, other data bases and IT applications. A reasonable level of understanding of the work and functions of Public Health. A reasonable understanding of key areas in the health service. A clear understanding of data protection, sharing information and the importance of confidentiality and Record Keeping. Working knowledge/awareness of Local Authorities/Council procedures. Experience of liaising with external agencies and professionals. Experience in working with the general public. Experience of using a range of IT software packages. Proven experience in taking and handling calls. Experience of office management. Good standard of general education to GCSE (maths and English minimum). Can demonstrate high level of literacy and numeracy. Ability to work on own initiative. Tact, diplomacy and confidentiality. Ability to work under pressure, quickly and accurately. Flexible and available to undertake duties outside normal working hours such as evenings occasionally or weekends.