Admin Officer Grade 4

Public Sector
Louise Burns
County of Durham


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;



  • 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
       Essential Qualifications 

BTEC National in Public Administration or NVQ 3 Business Administration or equivalent

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