Temporary Administrator – Children’s Services

Reference no:  Coventry 0006 1234 / 1

Hybrid working

Standard DBS disclosure is listed as a requirement for this role.

The purpose of the role is to provide a high quality administrative and general office support to services, teams and individuals within the City Council in line with service level agreements. Based at University of Coventry and Warwickshire, Coventry supporting the Hospital Social Care Service.

Support Improvement and Ofsted priorities in Children’s Services, whilst continuously working to the common objective of making a difference to improve the lives of Children, Families and Young People.

Key Responsibilities:

• Deal with enquiries, through varying mediums (e.g. Telephone & Email), ensuring that where possible they are resolved at first contact, or that messages are passed on to the relevant person for action; seeking to resolve queries and using judgement as to when to pass on more complex issues
• Undertake data input and document production using the range of systems in use within the organisation including reports and minutes.
• Maintain computerised and manual filing systems, retrieving information as requested, and ensuring that information is kept up to date; to include creation of databases and spreadsheets as appropriate and provision of information and reports as required.
• Responsible for maintaining supplies of stationery and other office consumables for distribution upon request
• Place and receipt orders, and raise invoices as appropriate
• Receiving and processing small amounts of cash and cheque payments, including operating a small amount of petty cash and update of reconciliation sheets.
• Handle straightforward correspondence on behalf of others, and undertake Minute taking as appropriate
• Maintain an up-to-date knowledge of corporate systems and standards and pass on information to other team members
• Work flexibly to meet the needs of the service.

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

Qualifications:

1. Formal IT qualification e.g. RSA, Clait, NVQ, ECDL or equivalent experience
2. Willingness to undertake training and develop knowledge and skills.

Skills & Experience:

1. Minimum of 12 months recent experience in a similar role, or context and ideally within a public sector organisation.
2. Experienced administrator who is IT literate, able to use Word and Excel as well as able to embrace new technologies as the organisation reviews and updates its processes. Training on our in-house systems will be provided.
3. You need excellent customer service skills to deliver a professional service to both internal and external customers alike.
4. Ability to take and produce high quality minutes in the support of meetings.

Knowledge:

1. Knowledge of the services provided by Local Government, in particular Children’s Services.
2. Health and Safety in relation to the office environment.
3. Basic knowledge of data protection implications.
4. Of equal opportunities issues in relation to delivering services to the public and in the workplace.
5. Knowledge of information management systems, in particular Liquid Logic or equivalent systems.

Skills & Abilities:

1. Ability to prioritise own workload and that of others.
2. Ability to work flexibly and respond to changing priorities.
3. High level of communication and interpersonal skills, both written and verbal to deal with members of the public and establish rapport with colleagues and team members.
4. Ability to maintain confidentiality of information.
5. Ability to be able to train and guide team members in office procedures.
6. Excellent organisational skills to maintain office systems and arrange meetings.
7. Ability to take and produce high quality minutes in the support of meetings.

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.