Admin Assistant - Dudley

Admin Assistant – Dudley Metropolitan Council

Salary: £9.70

Fulltime: 37 hours

Job Purpose:

To assist in providing a professional administrative, clerical and IT support service and to assist with the delivery of repairs and improvements undertaken by the team. 

Staff undertaking the role will need to have specific skills and experience and may carry out day to day responsibility for overseeing regular administrative tasks, with only occasional referral to the line manager. The basic entry requirement recommended for this role is NVQ 3 or equivalent. Staff should hold this qualification.

Specific Accountabilities:

Administrative Duties e.g.

Maintain more complex data and record systems, identifying and obtaining missing information where necessary

Transfer files electronically, including updating data, and preparing and sending files to other directorates through the secure web site

Administer administrative procedures

Undertake property related duties -- inventory recording and auditing, initiating repair and maintenance work etc.

Draft replies to letters

Timesheets and other personnel records administration

Attend meetings, take and prepare minutes.

Collection of statistical information

Awareness of Data Protection issues, including data protection administration as required.

To contribute to the planning, creation, development, implementation and operation of     procedures and processes which allow effective liaison with external contractors.

Collation of reports and data for senior managers for presentation at meetings

May act as administrative support to senior managers including dealing with highly

To undertake accurate data entry, maintaining information systems and have a good working knowledge of spreadsheets and databases.

To contribute to the development of IT and manual systems

Employee Support Duties e.g.

Prepare documentation where tasks require complete accuracy and confidentiality

Supervision of work experience and trainees and other staff including basic instruction and answering of queries, under the direction of line supervisor/manager.

Deliver training to others as directed

Liaise with HR on policies and procedures in order to assist and advise senior officers on policies and procedures.

To create, maintain and update confidential staff files

Financial Duties e.g.

Dealing with administration of purchase card transactions for senior officers on Agresso.

Process payments and check invoices being signed off by Supervisor/Manager, ensuring that they are recorded on the appropriate system.

Maintain records and registers of financial transactions

Processing and monitoring of remuneration system for tenants in relation to property repairs ( e.g. B&Q, SSE, etc)

General

To undertake customer service duties and to liaise with service users, departmental colleagues and all other agencies, to ensure all enquires dealt with efficiently and appropriately.

To provide information and advice at a level appropriate to the position and grade

Be aware of and comply with divisional and directorate policies and procedures relating to health and safety, security, confidentiality, data protection, child protection and vulnerable adults. Reporting all concerns to the appropriate person.

Contribute to the overall ethos/work/objectives of the division, directorate and council.

 Participate in training, other learning activities and performance development required.

 Attend and participate in meetings as required.

To contribute to the arrangement of meetings and other events including the arrangement for attendance and the booking of equipment services and rooms.

To effectively communicate information, using a variety of mediums including face to face, written, electronic (email) and telephone.

Any other duties commensurate with the duties/responsibilities/grade of the post.

Ability to work on their own initiative

 The ability to manage personal workloads effectively.

To act as the site’s Incident Marshall(s) and assist with matters regarding evacuation in the event of incident, in accordance with corporate procedures and training.

 All staff will be expected to accept reasonable flexibility in working   arrangements, and the allocation of duties including duties normally allocated to posts at a lower responsibility level, in pursuance of objectives of division, directorate and the Council, and effective team working.

We offer:

• 24 hour one on one specialist social work consultant based within your geographical area
• 4Recruitment Services Employee Benefits Programme
• Our own dedicated payroll support ensuring you get the full benefits of your payment

Recruitment is done in line with safe recruitment practices. 4Recruitment Services is an equal opportunities employer.

To discuss this vacancy or other vacancies in your area please contact Nana Kyeremeh on 0208 514 9137