Administrative Officer

Salary: Scale 5 SCP 14 – 19 £28,624 – £31,067 per annum JOB PURPOSE: The post holder will work as part of a team to provide a confidential and comprehensive secretarial and administration service within the Department ensuring priorities, targets and deadlines are met whilst achieving a high level of accuracy and customer service in a busy environment. MAIN DUTIES AND RESPONSIBILITES: 1. Work as part of a team liaising with others to ensure the provision of customer and administrative support service across the Department. 2. Fulfil a customer care role, being the first point of contact for the receipt, initial assessment and distribution of complaints/ service requests and all enquiries in relation to Departmental functions. 3. Maintain and update data management and filing systems, generate and verify reports and statistical returns ensuring accuracy and compliance with corporate processes on data handling and record retention and disposal processes. Provide information from systems as requested. 4. Process, prepare and issue applications, correspondence, licences, notices and all documents with accuracy and within agreed time scales. 5. Carry out administrative processes associated with the preparation of legal files to support case progression. Undertake audio transcriptions in relation to PACE interviews and other legal matters. 6. Provide administrative support to assist the delivery of Departmental functions such as Animal Welfare service, as required to ensure adequate cover is available. 7. Process purchase orders, purchase and sales invoices and accounts using financial software package, allocating spend and revenue to appropriate cost centre coding in accordance with Council financial protocols. 8. Process received income, penalties and fees, prepare and reconcile financial records for bank lodgements and lodge monies, as required in line with Council’s financial protocols. 9. Operate the Petty Cash System, including the recording and balancing of accounts, in accordance with financial protocols. 10. Support departmental, team or other meetings or seminars etc. within the functions of the Department as requested, by organising meetings, preparing agendas, note taking and issue of same within agreed time scales. 11. Assist with internal and external monitoring audits and the development of procedures and systems to contribute to the efficient and effective operation of the administrative service to the Department 12. Participate in team/ Departmental or cross Departmental meetings and training and cascade information to other staff members as required on any relevant changes. As required, train others on the use of Departmental systems. Assist with the training of those assigned to the department e.g. work experience/agency staff. 13. Participation in interchange of duties to cover for sickness, annual leave, staff vacancies etc. 14. Undertake any other relevant duties that may be required and are commensurate with the nature and grade of the post. Qualifications and training • A minimum of 5 GCSEs (Grades A –C) or equivalent/comparable including English Language and Mathematics. **Applicants must list all subjects, grades and level attained Experience

• At least 1 years’ relevant administrative experience in each of the following: • Dealing with the public in a customer service capacity; • Data input; • Dealing with confidential/sensitive information; • Use of Microsoft Office applications including Microsoft Word and Excel and the word processing of documents. Key skills, knowledge and attributes • Effective communication and interpersonal skills; • Excellent IT literacy; • Ability to carry out multiple tasks and prioritise work to meet required deadlines; • Effective team worker; • Ability to complete tasks accurately; • Ability to act on personal initiative and take decisions within agreed guidelines; • Ability to exercise tact and discretion in relation to confidential matters; • Customer-focused. Working Arrangements/Flexibility 37 hours per week, Monday – Friday 9.00 am – 5.00 pm. A flexible working hours scheme in operation. The postholder may be required to work additional hours and outside normal working hours to meet the needs of the post.