Administrator

Description:

Our client has a fantastic opportunity for the right candidate!

Office based with some flexibility for the possibility of some hybrid working. The role is temporary for 3 months, but may be extended for the right candidate.

Role Context

Responsible for providing a range of administrative support within and across services as determined by the Assets Manager.

Purpose

Responsible for the provision of an effective and efficient, flexible administrative service to support the team function. Undertaking a wide range of technical/specialist admin tasks as directed, whilst maintaining high standards of work.

Key Accountabilities

The specific accountabilities of this flexible role may alter from time to time in order to meet the needs of the client, but accountabilities will include (or be equivalent in nature to) those listed below:

Responsible for the provision, as directed, of a flexible administrative service to a high standard to clients, undertaking a wide range of relatively complex tasks including the operation of associated equipment, as required by the client within timescales. Such as: research and production of statistical/management information, reports, or the organisation of straightforward events.

Provision of a dedicated secretarial service to specific clients/senior management by: supporting the day to day work of the client, arranging meetings, booking resources, managing e-mails, maintaining and updating electronic diaries, scanning and photocopying.

Receive and manage private, confidential post, answering directly any which do not need to be referred to manager.

Communicate in an appropriate manner and develop good working relationships with a wide and diverse range of people, such as Senior Managers, key contacts, suppliers and members of the public.

The use of the inventory management system to create stock issues, returns and general accountability for inventory movement in and out of the stores function.

To use the SAP system for managing purchase Orders, Invoices, Goods Receipts.

Pick, pack and prepare for despatch as required, items of uniform or equipment for issue to individuals or stations.

Manage uniform returns for personnel leaving the service and liaise with the supplier to process the individuals returns information on their system and manage any requirements to close down their account.

Deal with internal/external enquiries and use judgement to refer to senior managers as necessary.

Responsible for handling/processing/storing confidential information, in order to collate and distribute papers, undertake complex/sensitive office filing.

Responsible for managing invoices or other financial documents for payment. Create requisitions for goods to be issued from the stores, arrange the purchase of stock items, create purchase orders and liaise directly with suppliers to request quotations and expedite deliveries or manage deliveries such as late delivery or incorrect delivery quantities.

Responsible for compliance with local Health & Safety requirements within the work location.

Remain up to date and compliant with all relevant organisational procedures, policies and professional codes of conduct in order to uphold standards of best practice.

Role Demands

The job requires concentrated mental attention over lengthy periods and prolonged concentrated sensory attention in order; to process requisitions, word process documents, source products, create purchase orders, generate reports.

The work may sometimes involve exposure to people or subject matter, which occasionally place minimal emotional or environmental demands on the job holder.

The role may be required to occasionally lift or carry items eg stationery supplies, uniform items, cleaning consumable products and items of equipment.

Administrator – Service Unit

Person Specification

Level of Knowledge

* Relevant technical knowledge of procedures and practices associated with operating an administrative service.

Qualifications and Professional Membership

* A relevant NVQ level 3 or equivalent qualification or experience (at least one year).

* Secretarial qualification or equivalent qualification or experience such as RSA II Word processing would be desirable..

Experience

* Experience of working within administrative office systems/practices.

* Experience of providing an efficient administration service to clients.

Skills

* Sound communication and interpersonal skills in order to interact effectively with a range of clients and create effective working relationships. Key skill 1

* Good working knowledge of Word, Excel and Powerpoint (or equivalent packages) for the integral use of word processing, data processing, report writing

* Maintaining computer databases and producing statistical data etc at a high level. Key skill 2

* Ability to meet set deadlines and to understand when problems need to be referred upwards, such as responding to complaints promptly for a quick and accurate resolution. Key skill 3

* Ability to organise and present information clearly, concisely and accurately and in ways that promote understanding, either verbally or in written/electronic form with limited guidance. Key skill 4

* Ability to work to, implement and provide basic advice and guidance on relevant organisational procedures, policies and practices.

* Excellent literacy and numeracy skills in order to understand complex written instructions describing tasks and to type documents or take complex messages and be able to handle/process financial documents.

* Ability to be analytical/judgemental or creative where there is a need to interpret a variety of information or situations in order to solve problems or develop solutions such as analysing statistics or organising events.

Competencies

* Initiative – Uses initiative to independently respond to unexpected problems or situations eg a change of client priority for particular tasks.

* Team work - Works as part of a team, sharing information, knowledge and experience with colleagues, in order to deliver a service to others.

* Customer service - Acts with integrity and respect to all customers and honours confidentiality.

* Supports equality and diversity and respects customers, clients and other members of staff regardless of gender, age, disability, sexual orientation, religion or ethnic origin