Admin Officer Grade 4

1. DUTIES AND RESPONSIBILITIES SPECIFIC TO THIS POST:

The post-holder will be required to:

• Provide core administrative functions;
• Ensure that business needs are prioritised and managed effectively;
• Carry out other duties commensurate with the grade of the post.

Administrative Duties:        

• Managing incoming communications (email, post, telephone calls) and highlighting/prioritising key points to follow up;
• To create electronic documents, reports, letters etc from copy and dictation;
• To highlight issues of a urgent nature to relevant senior members of the team;
• Set up and maintain electronic and manual filing systems allowing easy retrieval;
• Organise travel, accommodation and hospitality requirements;
• Establish and maintain a pass back system for staff supporting;
• Process payment of invoices and tracking of financial transactions using Oracle;

Administrative Support for Meetings/Team Activity:

• To make arrangements for meetings and events including the booking of venues, arranging refreshments, sending invitations, organising agendas, and taking minutes;
• Undertake progress/chasing tasks arising from meetings;
• The preparation, production and presentation of documents and minutes from own notes and from a variety of sources of information;
• To assist in the management of the electronic diary for members of the team

Management Information & IT Systems:

• To produce and update spreadsheets and presentations, using Microsoft packages, including Excel and PowerPoint.
• To collate and record performance data as required;
• Data inputting and retrieval on the various systems used by the service;

            Communication:

• Provide a professional and courteous “first point of contact” for all services and service users contacting the team, including receptionist duties;
• Ensure all calls are handled efficiently and effectively;
• To oversee the receipt and forwarding of secure electronic correspondence to the appropriate personnel;

            Buildings Management:

• To report any buildings related issues to the Senior Admin Officer

• Experience of complex issues and problem solving;
• Liaising with a range of professionals
• Managing own workload
• Organising events, conferences, meetings administration;
• Minute taking
• Dealing effectively with the public;
• Financial procedures;
• Experience of working with databases and management information systems
• Production and analysis of performance reporting
• Initiating and monitoring new office procedures
• Diary Management

• Good interpersonal skills
• Excellent planning and organisational skills
• Excellent communication skills
• Excellent IT skills including use of all the Microsoft packages
• Excellent keyboard skills, with a minimum requirement of 35 wpm
• Numerate and Literate
• Team Player