Administration Officer

Administration Officer

  • Location: Oxford
  • Pay: £9.50-£11.82 per hour
  • Contract: Full-time, Temporary, Contract & Permanent

Job Role

  • Enable the directorate to deliver integrated, customer focused services which improve outcomes by:
  • Working co-operatively, as part of a team to provide efficient and effective secretarial and administrative support to staff based in specialist directorate teams who may not work from one office;
  • Proactively liaising with colleagues to provide constant and consistent services, streamline practices, provide cross-service cover and help prevent excessive workload peaks.
  • Developing detailed knowledge, skills and expertise in at least one designated, complex service area(s) to enable the directorate to meet statutory requirements and meet local priority needs
  • This post holder is responsible for ensuring that all County Safeguarding and Child/ Vulnerable Adult Protection policies are adhered to and concerns are raised in accordance with these policies

MAIN DUTIES:

  • Act as a first point of contact for the service, including enquiries which may be emotive, distressing and complex in nature; assessing the nature and urgency of the call and responding or referring to senior officers (e.g. Duty Officers, managers) as appropriate
  • Process and respond promptly to incoming communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary
  • Look up information to answer complex queries, including requests for statistical information from internal and external customers. This could involve using the internet/intranet as well as internal systems.
  • Produce a range of documents including letters/emails and presentations to a good standard by the required deadline
  • Collect, process and input data into the County Council’s information management systems and databases (e.g. Framework-I, One, Swift, SAP) ensuring accuracy and security of data and compliance with statutory requirements
  • Use electronic and manual filing systems with due regard to security and confidentiality
  • Maintain diaries, appointment systems, scheduling and arranging meetings including managing bring forward systems on a daily basis
  • Organise meetings and statutory events (e.g. Panels and Case Conferences), ensuring that appointments are realistically planned with regard to timing and venue; venue, catering and resources are booked appropriately; and preparing materials to support the event
  • Maintain record-keeping systems for recording and monitoring service processes and provide regular summary reports to Operational Staff and Managers to ensure that relevant updates and reviews take place in a timely fashion
  • Develop and maintain up to date information about the service including on the intranet, internet, stationery and internal and external publications
  • Undertake general clerical and administrative tasks to support the service as required (e.g. post processes, photocopying, scanning)
  • Process financial tasks within the team including e-procurement, receipting of goods
  • Investigate variations and carry out research to provide budgetary and statistical information using available systems
  • Administer grants, payments and transactions (e.g. employee claim forms, travel warrants)

*

  • the service including taking a lead role as ‘champion’ for a service process, system or development area
  • Undertaking such other duties as may reasonably be required of you commensurate with your grade and as required to support the business including maintaining business continuity and during civil emergencies.
  • Act as ‘Champion’ for County Council’s information management systems and databases (e.g. Framework-I, One, Swift, SAP) i.e. provide training and support, develop in-depth knowledge not just relating to own team’s function, assist with system development and implementations

Interested in applying?

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