Administrative Assistant/Officer (Grade 3)

Job Category: – Admin & Clerical
Job location: Central Library, John Frost Square, Newport, Newport, NP20 1PA, United Kingdom
Newport City Council
Hours per week: 37
Start date: Immediate start

Salary: £12.85 per hour

JOB PURPOSE

To provide an effective and efficient administrative support service.

(The below key result areas outline the generic duties required within the Administrator post, however the specific tasks will be as directed by the Business Support Team Leader as appropriate to the specific team)

KEY RESULT AREAS

To undertake all general administration tasks including the collation and processing of information in respect of systems, procedures or records.

To support Head of Service, including but not limited to; maintaining diaries, meeting preparation and arrangements, acting as the first point of contact to approaches / enquires for Heads of Services and any other duties as required. 

To update and maintain systems, procedures and records to ensure the effective delivery of service.

To assist all staff members in problem solving day to day issues that arise from teams and managers and support and assist with new employees and inductions.

To assist in the provision of performance management information

To assist in the development and testing of all IT Systems including, WCCIS, Digital Services and Social Service website and intranet.

To liaise with internal and external agencies to collate or provide relevant information concerning service users in line with GDPR.

To facilitate and/or arrange multi agency meetings and team meetings whilst assisting in projects as and when required.

To attend meetings to take minutes.  To include distributing the minutes to relevant parties/agencies within timescales.

Qualifications

Educated to 5 GCSEs (A-C) including English and Maths or Relevant QCF Level 2 or equivalent                                             

RSA Stage 2, CLAIT, ECDL or equivalent

Knowledge

Knowledge of standard computer soft software including word processing and spreadsheets

Knowledge of the Data Protection Act requirements

Knowledge of General Data Protection Regulations (GDPR)

Knowledge of Welsh Community Care and Information System (WCCIS)

Experience

Substantial administrative experience within an office environment 

Experience of providing administrative support to a team

Able to demonstrate good IT skills and experience of using Word, Excel, email and internet within the workplace

Experience of taking minutes at meetings

Experience with complex clients and working in trauma informed environment

Experience of providing Senior Management Support 

Experience of working on a Local Government / Social Services environment

Experience of Welsh Community Care and Information System (WCCIS)

Aptitude & Skills

Possess excellent written and verbal skills

Be able to communicate effectively with colleagues and Senior Management 

Understand and respect the principles of confidentiality 

Be able to work as part of a team and on your own initiative 

Be able to organise and priorities your workload in an environment where there are often competing demands.

Good interpersonal skills and the ability to deal with people tactfully and diplomatically

Be able to work flexibly to meet the demands of the service             

Be able to work on own initiative                     

Possess an attention to detail and accuracy