Job Title: Administrative Assistant - Physical Disabilities Team
Location: Basingstoke/Hybrid
Contract Type: Temporary 8 month contract, Monday - Thursday 08:30 - 17:00
Salary: £11.98 per hour
About the Role
To deliver a comprehensive, efficient and effective administrative support to meet business requirements. Your role will be to support PD locality teams as well as supporting other colleagues across the Younger Adults Business Support Service.
Office Duties:
- Being the first point of contact for visitors to the Service's local office (i.e. clients, their relatives and professionals) where necessary. Point of contact is on occasion for internal staff, interview or scanning onboarding documents.
- Managing incoming post and supporting outgoing post: sorting, distributing, opening incoming post in line with the Service process, preparing and sending letters as required.
- Maintaining and organising of IT equipment, returns and orders.
- Issuing and securing petty cash.
- Business Continuity preparedness tasks (e.g. maintaining battery packs are charged etc.).
- Records Management:
- Supporting the day-to-day management of clients' records on AHC Client Management System (CMS) as requested by community teams' members. Tasks such as uploading attachments/documents, closing cases, creating new clients, processing My Permission to share forms, amending and updating clients' contact details, inputting client date of deaths, sending out assessments and support plans.
- Ensuring up to date information is held (i.e. digitising/ scanning documents, uploading electronic documents on the CMS.) SharePoint - Uploading/indexing documents, scanning documents manually and uploading to client s file or OneDrive.
- Accessing, handing and sharing sensitive information/documents accurately and securely in compliance with HCC policy.
Phone calls/Voicemails:
- Answering and transferring phone calls to the Service, including taking and passing messages.
Operational Team Support:
- Compiling information and preparing documents using Microsoft Office 365 (i.e. Word, Excel and PowerPoint), for the Services' Team Manager.
- Organising meetings/scheduling meetings using Microsoft Outlook, manging/preventing diary clashes for participants, sending invitations, tracking attendance, booking interval rooms.
- Support meetings with agendas (funding panel, SPOG, RMG), indexing and distributing or updating outcomes.
Essential knowledge, skills and experience:
Literacy:
- Fluent written and spoken English.
Computer literacy:
- Experience of using a variety of software for data management and communication.
- Proficiency in the use of Microsoft Office software, including Outlook, Word, Excel and Power Point.
- Numeric data processing skills (using Microsoft Excel) including basic calculations, ordering/sorting,
filtering, protecting, tabulating, and formatting. Aptitude to learn bespoke IT systems.
Experience:
- Relevant experience that demonstrates the ability to deliver the general administrative duties of the
role to a high standard.
Communication skills:
- Ability to communicate effectively and appropriately (including with tact and diplomacy) at all levels in
the organisation and with external contacts.
- Ability to communicate (e.g. verbally) empathetically.
- Ability to adapt communication style, content and form to the recipient profile or needs.
Interpersonal skills:
- Ability to develop and maintain positive and fruitful working relationships with team members and
external stakeholders.
- Ability to work within a team.
Generic skills:
- Self-motivation: ability to work independently / without needing continuous direction, while
providing regular updates on progress to colleagues and line management.
- Excellent organisation and time management skills: ability to plan and prioritise, and adapt to
changing/competing priorities.
- Ability to remain focused and composed to manage simultaneous activities while working under
pressure to meet deadlines.
- Ability to seek and find help when needed (proactive approach to problem solving).
- Minute-taking using a laptop.
Continuous improvement:
- Ability to adapt to business change and to support improvements, such as the introduction of new functionalities/processes (ways of working)
About Us
Connect2Hampshire is a managed service agency owned by Hampshire County Council providing temporary, contract and interim opportunities into the Council. Our service is built on our values of ethical, trustworthy, and caring, and our profits are returned to our Local Authority shareholders.
Call to action: Please apply as appropriate or contact Daniel Goodyear on or
Connect2Hampshire, part of Hampshire & Kent Commercial Services LLP, is an equal opportunities Employment Agency & Business and positively encourages applications from all suitably qualified and eligible candidates.