The ideal candidate to have excellent communication skills, be proactive, and be able to be the first point of contact for the team. Minute taking and data entry experience is required, and previous experience within a youth based setting is desirable.
KEY ACCOUNTABILITIES:
1. To provide comprehensive and professional administrative support within Children
and Families, ensuring that systems meet procedural requirements and that all work
undertaken is produced to a consistently high standard.
2. To be accountable to managers for the maintenance of confidentiality, understanding
that the work undertaken by Children and Families is of a sensitive and personal
nature and must not be discussed or disclosed to any other person.
3. To provide telephone cover between 9am to 5pm ensuring that all contacts with the
public and other officers is courteous and meets customer care standards. In
consultation with your manager proactively participate in cover arrangements for
example, annual leave, vacancies, sickness etc where the needs of the service
require staff to be deployed temporarily.
4. To ensure that all correspondence received is date stamped and circulated to staff
within agreed timescales and that correspondence sent out is accurate and drafted to
a high standard.
5. To act as first contact point for enquiries (some which may be complex and/or
contentious) from other staff, members of the public, representatives of outside
organisations, agencies etc. giving relevant information and dealing with queries
where possible and where not possible, to direct people to the person they need to
speak to.
6. To provide high quality word processing support using a variety of packages.
7. To undertake research and/or special projects on behalf of the team.
8. To be responsible for the development, maintenance and regular update of systems
both manual and IT to support and enhance the work of the Division.
9. To arrange, co-ordinate, and minute meetings as requested by managers, distributing
the resulting papers to all relevant parties.
10. To use IT hardware and software as requested and to attend training where new
technology is introduced. To contribute to the co-ordination and production of
management information as requested, producing good quality and accessible
reports in a variety of formats and for a wide range of audiences.
