We are seeking an Administrative Assistant to provide efficient and effective clerical, typing, and database support to our Children and Family Services. The ideal candidate will be a key point of contact for the public, staff, elected members, and partnership agencies, demonstrating flexibility, a willingness to assist colleagues, and prioritising cooperation and support within the team.
Day to Day of the role:
- Accurately enter data onto database systems, maintain logs, and ensure qualitative data entry.
- Type various reports, correspondence, and documents, prioritising tasks effectively.
- Maintain appointment diaries, arrange meetings, book rooms, and uphold filing systems.
- Liaise with field staff and linked institutions to distribute necessary information.
- Handle incoming and outgoing mail, calls, and emails, and perform clerical tasks such as filing, photocopying, and shredding.
- Organise and administer service and training events, attend meetings, and take minutes when necessary.
- Maintain stationery supplies, process orders, and check deliveries using I-procurement.
- Manage IT/telephone/mobile support and maintain an inventory of ICT equipment and resources.
- Process referrals and liaise with teams, departments, or agencies as required.
- Maintain an imprest account under supervision and assist in processing invoices.
- Provide cover on a duty rota for generic email boxes and administrative tasks.
- Collate and record statistical information, complete returns, and maintain records.
- Monitor staff sickness absence, leave returns, mileage, and maintain a resource library.
- Assist with cover arrangements for colleagues, including occasional cover for other office bases.
Required Skills & Qualifications:
- Proven clerical and administrative experience.
- Proficiency in data entry and database management.
- Strong typing skills and familiarity with word processing and database systems.
- Excellent organisational skills and the ability to manage multiple tasks.
- Effective communication skills for liaising with various stakeholders.
- Experience in minute-taking and event organisation.
- Competence in using I-procurement and managing office supplies.
- Ability to maintain accurate financial records and process invoices.
- Proficiency in Microsoft Office Suite and other relevant software.
- A team player with a flexible approach to work.
To apply for the Administrative Assistant position, please submit your CV and cover letter detailing your relevant experience and why you are interested in supporting Children and Family Services.