Receive, sort and distribute incoming and outgoing post (including via electronic systems) for the division.
File records in an accurate and timely fashion and maintain electronic or paper filing systems using key systems such as LCS, EHM, and ContrOCC.
Photocopy, scan and index documents to ensure information can be distributed to intended recipients.
Collate, print and distribute documents or materials as required or requested by the team.
Support the organization and delivery of events and training courses (including booking venues or catering and arranging travel/accommodation).
Support the organization of statutory visits, meetings and case conferences (including preparing papers, inviting attendees, booking travel).
Take accurate notes at meetings or other events, ensuring confidentiality is maintained at all times.
Manage basic internal queries and information requests (only referring more complex queries to Team Managers or Team Leaders)
Undertake a range of ICT and mobile phone requests, training new staff, setting up user accounts, maintaining telephone and email lists, ordering hardware and updating web information.
Raise Purchase Orders (PO’s) and process invoices.
Assist in the delivery of general office management tasks within the department, including supporting Business Continuity and Health & Safety processes and maintaining corporate registers or contract lists.
Collate information for complaints and Freedom of Information (FOI) requests in support of Team Managers and Service Managers.
Undertake data collection from a variety of sources to support the provision of management information.
Support the organization of induction and training sessions for all new staff within the division.
Be aware of and comply with policies and procedures relating to safeguarding, child protection, health, safety and security, confidentiality and data protection (reporting all concerns to an appropriate person).
Provide a comprehensive reception function as and when required, within Laurence House, and at other delivery sites within the borough, managing all enquiries in a sensitive, professional manner and giving due regard to Health & Safety and other relevant considerations.
Issue stationery, supplies and other equipment (including service-specific items) when requested, following standard approval processes.
Receive deliveries and check goods received against purchase order forms.
Maintain storage spaces and public areas (including printers and scanners), ensuring compliance with Health & Safety requirements.
Manage routine enquiries from customers via telephone, face-to-face, web or email in a sensitive, courteous and professional manner, either resolving the issue or referring it to a more senior colleague.
Provide basic information on individual services, processes or legislation/procedures and signpost to other sources of information (including relevant officer or service).
Receive, log and process applications, referrals or contacts, ensuring that the correct information is obtained and recorded in relevant systems.
Create, maintain and update customer information on systems and databases using key systems such as LCS, EHM, and ContrOCC.
Arrange payments to customers via prepaid cards, BACS transfer or other mechanisms in accordance with Council financial regulations.
Obtain necessary customer documents and verify as required for relevant procedures.
Prepare cases, files and related documents for approval and review
Book appointments for customers using the Council’s electronic room booking system and other systems.
Produce and distribute public information materials.
Book interpretation and translation services as requested (including liaising with provider).
Extract basic information from systems or databases and provide reports to managers as part of service, departmental, organizational or national reporting requirements.
Undertake basic information searches when required (using the internet, intranet or other sources).
Provide basic project management support as requested.
Ensure that highly sensitive information is dealt with appropriately and the service is delivered in accordance with the principles of the Data Protection Act 1998 and General Data Protection Regulations 2018.
Work flexibly within teams and across the business support Hub to provide cover for other officers as required.
Carry out the duties of the post with due regard to the Council’s Equal Opportunities Policy and core values.
All employees are required to participate in the Performance Evaluation Scheme (PES) and to undertake appropriate training and development identified to enhance their work.
All employees are required to comply with the Council’s Health & Safety policies and procedures at all times, taking due care for themselves, colleagues and members of the public.
Must have intermediate excel experience
Assist in carrying out the Council’s Environmental Policy within the day to day activities of the post.
Undertake other duties, commensurate with the grade, as may reasonably be required.
Please note that candidate is expected to work from the office at least 3 days per week, this can be more depending on the needs of the service.
