Job Description

Job brief

We are looking for an Administrative Officer to join our team and support our daily office procedures.

A successful Administrative Officer will act as the point of contact for all employees, providing administrative support and managing logistics of the organization. Main duties include office management, preparing regular reports (e.g. expenses and office budgets) and organizing company records. If you have previous experience as an Office Administrator or similar administrative role, we’d like to meet you. Our ideal candidate also has working knowledge of office equipment and office management tools.

Ultimately, you should be able to ensure our administrative activities run smoothly on a daily and long-term basis.

Responsibilities

Enable the HODs to deliver integrated, customer focused services which improve outcomes by:

• Working co-operatively, as part of a team to provide efficient and effective secretarial and administrative support to staff based in specialist HODs teams who may not work from one office;
• Proactively liaising with colleagues to provide constant and consistent services, streamline practices, provide cross-service cover and help prevent excessive workload peaks.
• Developing detailed knowledge, skills and expertise in at least one designated, complex service area(s) to enable the HODs to meet statutory requirements and meet local priority needs
• This post holder is responsible for ensuring that all policies are adhered to and concerns are raised in accordance with these policies

Office and team support

• Act as a first point of contact for the service, including enquiries which may be emotive, distressing and complex in nature; assessing the nature and urgency of the call and responding or referring to senior managers as appropriate.
• Look up information to answer complex queries, including requests for statistical information from internal and external customers. This could involve using the internet/intranet as well as internal systems

Leadership and Teamwork: be an effective team member by

• Supporting the recruitment, induction, supervision and learning of others as required
• Providing cover for colleagues during periods of annual leave and absence from the office
• Applying your knowledge and feedback from others to contribute to service improvement 

General accountabilities

• Comply with individual responsibilities for health and safety in the workplace including taking action to reduce the risk to self and others and contributing to the maintenance of a health and safe working environment
• Assist HODs in ensuring the health, safety and welfare of staff and visitors
• Ensure that all duties and services are provided in accordance with the County Councils standards, policies and procedures

Required Skills or Experience

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• High level knowledge and understanding of administrative procedures and logistical systems
• Ability to work independently.

Education

• Associates degree required; Bachelors degree in related field preferred.
• Three to five years of experience in an administrative role.