Temporary Business Support Admin Assistant

Reference no:  Wrexham RQ641361

Bilingual - Welsh essential for this role

The purpose of the post is to support the effective day to day running of the function/department, and provide full administrative support to the team.

Key responsibilities:

• Be the point of contact for internal and external range of contacts of the Department in relation to matters pertaining to services provided by the Department. This will include dealing with visitors, telephone enquiries and the taking and passing of messages as appropriate, dealing with email enquiries and identifying and responding to customer queries/needs in accordance with Customer Service and departmental standards.
• Be responsible for the collation, input and retention of accurate data and information into electronic and manual Departmental Systems. To include data retrieval, extraction and presentation to senior colleagues for reports and other purposes.
• Be responsible for development of accurate local databases/spread sheets/systems under direction of the manager and to run routine standard/ template reports from systems and data bases, meeting deadlines set by managers and colleagues
• Undertake reception cover as and when required, signposting customers, the public and other agency colleagues where appropriate providing an effective and efficient service.
• Maintain a strong network with other Departmental and wider contacts, providing advice on the service and support as appropriate within the scope of the role.
• Ensure that all relevant current information relating to the service is distributed efficiently and professionally to internal and external contacts.
• Responsible for setting up of new electronic and manual files and systems for the Department, e.g. storage, photocopying, archiving and retrieval of closed/archived files in line with the operations of the office.
• Responsible for the opening, sorting and distribution of incoming and outgoing mail/faxes and to assist, as delegated, with the management of email correspondence/diary of the team and colleagues.
• Responsible for providing word processing support and basic excel support to the Department following Departmental and Corporate templates and any statutory requirements, e.g., Letters, Reports, Forms, Policies. To prepare power point presentations, written reports and correspondence on behalf of Managers and colleagues.
• Be responsible for issuing items of stationery, and reporting shortages to a more senior member of staff, maintaining any stock inventories and following office procedures.
• Undertake various straightforward financial administrative duties in line with financial regulations, e.g., coding of invoices, ordering via the procurement system. To handle small amounts of petty cash and/or be required to calculate and process payments from clients/customers which may include cash, pensions, invoices, cheques, electronic transfers.

“Role Requirements” – to give yourself the maximum chance of success please try and ensure your CV addresses the following essential criteria:

Qualifications:

1. 5 GSCEs or equivalent experience inc English & maths.
2. RSA II or III or ECDL or equivalent.

Skills & Abilities:

1. Minimum of 12 months recent experience in a similar role, or context and ideally within a public sector organisation.
2. Knowledge of the service/function Office procedures.
3. Experience of dealing with cash/petty cash or financial processes.
4. Experience of working in a busy office/location.
5. Ability to communicate in Welsh.
6. Ability to travel across the County Borough to carry out work (e.g. attend meetings / visit clients or work sites).
7. ICT Skills: Strong IT skills including Microsoft packages or equivalent (e.g. G Suite).

NB: Please feel free to apply to us direct via [email protected] by quoting the job reference and job title exactly. SEE DETAILS AT THE BOTTOM OF THIS AD.

If you have previously applied to one of our vacancies and have already sent the required supporting documentation to us, please make this clear when you re-apply as this will help speed up your application.