Commercial & Business Support
Commercial & Business Support
Job Type
Temporary
Location
Oxfordshire
Salary/Rate
£9.50 per hour
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Our Oxford based client, urgently requires an Administrative Officer who can start as soon as possible in a temporary assignment until September.

MAIN PURPOSE(S) OF THE JOB:

Enable the directorate to deliver integrated, customer focused services which improve outcomes by:

  • Working co-operatively, as part of a team to provide efficient and effective secretarial and administrative support to staff based in specialist directorate teams who may not work from one office;
  • Proactively liaising with colleagues to provide constant and consistent services, streamline practices, provide cross-service cover and help prevent excessive workload peaks.
  • Developing detailed knowledge, skills and expertise in at least one designated, complex service area(s) to enable the directorate to meet statutory requirements and meet local priority needs

This post holder is responsible for ensuring that all Safeguarding and Child/ Vulnerable Adult Protection policies are adhered to and concerns are raised in accordance with these policies

MAIN DUTIES:

Office and team support

  • Act as a first point of contact for the service, including enquiries which may be emotive, distressing and complex in nature; assessing the nature and urgency of the call and responding or referring to senior officers (e.g. Duty Officers, managers) as appropriate
  • Process and respond promptly to incoming communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary
  • Look up information to answer complex queries, including requests for statistical information from internal and external customers. This could involve using the internet/intranet as well as internal systems.
  • Produce a range of documents including letters/emails and presentations to a good standard by the required deadline
  • Collect, process and input data into the Information management systems and databases (e.g. Framework-I, One, Swift, SAP) ensuring accuracy and security of data and compliance with statutory requirements
  • Use electronic and manual filing systems with due regard to security and confidentiality
  • Maintain diaries, appointment systems, scheduling and arranging meetings including managing bring forward systems on a daily basis
  • Organise meetings and statutory events (e.g. Panels and Case Conferences), ensuring that appointments are realistically planned with regard to timing and venue; venue, catering and resources are booked appropriately; and preparing materials to support the event
  • Maintain record-keeping systems for recording and monitoring service processes and provide regular summary reports to Operational Staff and Managers to ensure that relevant updates and reviews take place in a timely fashion
  • Develop and maintain up to date information about the service including on the intranet, internet, stationery and internal and external publications
  • Undertake general clerical and administrative tasks to support the service as required (e.g. post processes, photocopying, scanning)

 Financial support

  • Process financial tasks within the team including e-procurement, receipting of goods
  • Investigate variations and carry out research to provide budgetary and statistical information using available systems
  • Administer grants, payments and transactions (e.g. employee claim forms, travel warrants)

 Leadership and Teamwork: be an effective team member by

  • Supporting the recruitment, induction, supervision and learning of others as required
  • Providing cover for colleagues during periods of annual leave and absence from the office
  • Applying your knowledge and feedback from others to contribute to service improvement ‘
  • Attending and participating in meetings as required to support the needs of the service including taking a lead role as ‘champion’ for a service process, system or development area
  • Undertaking such other duties as may reasonably be required of you commensurate with your grade and as required to support the business including maintaining business continuity and during civil emergencies.
  • Act as ‘Champion’ for information management systems and databases (e.g. Framework-I, One, Swift, SAP) i.e. provide training and support, develop in-depth knowledge not just relating to own team’s function, assist with system development and implementations

 General accountabilities

  • Comply with individual responsibilities for health and safety in the workplace including taking action to reduce the risk to self and others and contributing to the maintenance of a health and safe working environment
  • Assist Senior Administrator and Managers in ensuring the health, safety and welfare of staff and visitors
  • Ensure that all duties and services are provided in accordance with the standards, policies and procedures

 Role specific

  • Understand the core business of the office/directorate and contribute to its development
  • Develop the necessary skills and knowledge to be flexible in support of the development of the Directorate and the wider organisation
  • As appropriate:Use specialist knowledge including knowledge of external agencies and partners to respond to client and colleague enquiries and requests for information using specialist knowledge of your service area. Make written records of emotive and complex meetings ensuring key points are accurately minuted to high standards of accuracy and presentation and approved papers are distributed to designated deadlines. Undertake specialist searches of information management and other systems to provide detailed statistical information and create electronic (or manual if appropriate) client files

You will be required to work Monday to Friday, 0830-1700 but the nature of this post will require flexibility to meet urgent work needs as they arise.  This may entail some work outside normal office hours. 

£9.50 per hour (paid weekly). 

 

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