Admin-Local Authority Experience and DBS Required – Yateley
GBP8.5 – GBP11 per hour
An exciting opportunity has arisen in Chelmsford for an Receptionist who will also provide administrative support.
PRIMARY JOB FUNCTION
• Working with social work and business support managers to implement and maintain administrative systems that will support the work of the specified team and advise on the administrative requirements to support the team.
• Providing a comprehensive and efficient administrative service to all members of the Team, thus ensuring the service operates effectively and efficiently.
DUTIES AND RESPONSIBILITIES
1. To provide a comprehensive administrative support service to the Team and to assist the social care team manager to maintain and improve administrative systems.
2. Work co-operatively with supervisors and colleagues to assist in providing a comprehensive, efficient and flexible administrative service to all members of the social care team, thus ensuring the service operates effectively and efficiently.
3. To maintain good working relationships with other teams within Children’s Services, other Council departments, outside agencies and children, young people and parents/carers referred to the service.
4. To assist in ensuring that paper and electronic filing systems are accurate, accessible and kept up-to-date through photocopying and scanning documents; filing documents; retrieving and returning case files from the archives.
5. To dealing sensitively with enquiries or telephone messages, logging calls accurately and alerting social work staff or managers immediately to any issues requiring immediate attention.
6. To use Microsoft Office to produce reports, spreadsheets and other documents as required and in the correct format.
7. To process incoming and outgoing communications, e.g. mail, faxes and e-mails in line with written guidance.
8. To provide a responsive reception service as part of the reception rota to include welcoming visitors to the building, ascertaining the nature of their visit and contacting appropriate member of staff, and ensuring visitors sign in and out of the building.
9. To assist in ensuring that paper and electronic filing systems are accurate, accessible and kept up-to-date through photocopying and scanning documents; filing documents; retrieving and returning case files from the archives.
10. Carry out basic financial tasks, e.g. reconciling and paying out of petty cash, processing invoices for payment and monitoring expenditure
11. Assisting with meeting preparation, room bookings, verifying attendance, providing hospitality and producing minutes.
12. To ensure an adequate and accessible supply of stationery and consumables are provided to the team and to monitor equipment repairs and replacements.
13. Use and assist others in using ICT systems to undertake duties in the most effective and efficient manner.
To undertake duties appropriate to the role and grade as directed by the line manager
• To use and assist others in the use of information technology systems to carry out duties in the most efficient and effective manner.
• To achieve agreed service outcomes and outputs, and personal appraisal targets, as agreed by the line manager.
• To undertake training and constructively take part in meetings, supervision, seminars and other events designed to improve communication and assist with the effective development of the post and post holder.
• The post holder is expected to be committed to the Council’s core values of public service, quality, equality and empowerment and to demonstrate this commitment in the way they carry out their duties.
• Ensure all the services within the area(s) of responsibility are provided in accordance with the Council’s commitment to high quality service provision to users.
• Ensure that duties are undertaken with due regard and compliance with the Data Protection Act and other legislation.
• Carry out duties and responsibilities in accordance with the Council’s Health and Safety Policy and relevant Health and Safety legislation.
• At all times carrying out responsibilities/duties within the framework of the Council’s Dignity for all Policy. (Equal Opportunities Policy).
• Contribute to developing a positive culture that promotes mutual respect and good professional behaviour.