Administrator with CRB
JOB PURPOSE: To provide a comprehensive administrative support service to the Team and the Team Manager, thereby enabling the team to perform their duties to ensure better outcomes for children and young people and to ensure good customer care for Service Users, foster/adoptive carers, schools and other professionals and agencies, and other parties. MAIN DUTIES: �To provide a comprehensive administrative and clerical support function to Team Managers, senior and other professional workers that meets the objectives of the Service. �To answer and respond to telephone and electronic enquiries and to take and relay messages �To produce documents such as letters, memos and reports from dictation and hand-written, taped or computer disks drafts, to an agreed format �To ensure & participate in adequate cover arrangements as required throughout the Integrated Children�s Services, which includes gate-keeping / Reception cover, administrative and financial support to Team Managers, Seniors and professional workers �To support the Team with recording and filing of information electronically in Frameworki/EMS and in other formats, within Corporate and Directorate guidelines �To ensure maintenance and security of confidential case records, electronic and paper, in accordance with Corporate and Directorate procedures �To utilise Frameworki/EMS and create spreadsheets as required, including the writing of formulae and the use of filters and pivot charts �To process, photocopy, collate and distribute information where necessary �To support staff and optimise and advise on the use of information technology �To attend Team and other Management Meetings and take minutes, as and when required, producing timely, accurate written records �To convene meetings, arrange appointments, visits etc �To maintain a Team and personal diary/calendars to ensure professional service provision to all callers �To assist Team members in the organisation of holiday and groupwork activities �To complete and submit weekly staff sickness absence returns �To monitor staff holiday and sickness and advise Team Manager accordingly �To maintain risk assessment records in accordance with Mobile & Flexible Working and H&S Guidance �To maintain adequate supplies of stationery, forms, supplies and refreshments that enables the professional staff to carry out their duties effectively �To assist Team Manager with building maintenance, organising repair work and quotations as necessary and liaising with other Departments as required �To assist Team Manager in negotiations with regular contractors such as for cleaning and garden maintenance, as required �To assist the Team Manager and Service Teams with H&S issues in relation to the buildings and their users �The maintenance of Team resources and library facilities �To provide a financial support function to Team Managers, Seniors and professional workers that meets Service objectives and is complementary to Directorate and Corporate guidelines �To monitor and maintain databases of accurate and up-to-date records and other statistical data, required to support the work of the Team and the Team Manager �To be responsible, together with the Team Manager, for gathering and collating statistical information for the evaluation of the Service and for transferring this information on to spreadsheets �To deal with all claims for petty cash as necessary �To balance the Imprest Account and submit a regular claim to Finance Section for reimbursement of expenditure �To process orders and invoices in accordance with SAP system �To liaise with Team Managers and provide budget monitoring of specific budgets as delegated
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