Administrative Officer

PURPOSE AND FUNCTION OF THE POST

To manage the administrative function of the compliance services, maintain an effective administrative support to the Head of Service and assist the Compliance Officers in the delivery of various statutory obligations placed upon the Council including Equality and Disability, Information Management (Freedom of Information and Data Protection), Land and Property and Health and Safety. To act as a liaison in dealings with other directorates within the Council and with the public in relation to the above services.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. To ensure on a day-to-day basis that all administrative duties in the Section are efficiently and effectively carried out.

2. To undertake specific administrative and project related duties for the Line Manager and/or the Service/Department.

3. To organise and support events, conferences, training, meetings, working groups and screening/consultative panel. (This may include attending these meetings and events outside normal working hours).

4. To establish, co-ordinate and maintain systems/procedures for management information and budgetary control including procurement, funding initiatives, completion of returns and statutory processing.

5. To allocate and coordinate casework to officers using the Information Management Casework System.

6. To be the central point of contact for correspondence, and to deal with internal and external enquiries. To liaise with employees and to act as referral point in the service for information exchange. To route other queries to appropriate services.

7. To assist in the preparation of reports and take responsibility for investigation and research work as required. To manage data collation, revision and insertion of information on the Internet as required.

8. To manage, maintain and update all appropriate files and records within the section (electronic and paper systems).

9. To take and draft minutes of meetings as required.

10. To undertake tasks specific to the relevant service.

11. To undertake any other appropriate duties as may be allocated from time to time in accordance with the general nature of the post.

PERSON SPECIFICATION

The person specification provides information on the qualifications, experience, knowledge and skills required to carry out the duties of the post.

The essential criteria will be used for shortlisting and as part of the selection process

QUALIFICATIONS

·      2 GCE ‘A’ levels or equivalent

EXPERIENCE

·      2 years, relevant experience in at least 2 of the following compliance areas:

o  Equality and Disability

o  Information Management (Freedom of Information and Data Protection)

o  Land and Property

o  Health And Safety

·      Use of mail merge and databases

·      Taking minutes at formal meetings

KEY SKILLS & ABILITIES

·      Organising and prioritising a demanding workload including responding to requests within tight deadlines

·      Ability to produce accurate work to tight deadlines

·      Ability to pay attention to detail

·      Ability to work without supervision

·      Good organisational skills

·      IT literate

·      Ability to analyse legislation, regulations and other complex information