PURPOSE OF JOB
To employ Young Hackney principles and values for the achievement of better outcomes for children, young people and Hackney by delivering high quality support to the service.
- To provide comprehensive and professional administrative support within the Young Hackney Service, ensuring that systems meet procedural requirements and that all work undertaken is produced to a consistently high standard.
- To be accountable to managers for the maintenance of confidentiality; understanding that the work undertaken by Young Hackney services is of a sensitive and personal nature and must not be discussed or disclosed to any other person.
- To provide comprehensive telephone cover between 9am to 5pm ensuring that all contacts with the public and other officers is courteous and meets customer care standards. In consultation with your manager proactively participate in cover arrangements for example, annual leave, vacancies, sickness etc. where the needs of the service require staff to be deployed temporarily.
- To ensure that all correspondence received within the service is date stamped and circulated to staff within agreed timescales and that correspondence sent out is accurate and drafted to a high standard.
- To act as first contact point for enquiries (some which may be complex and/or contentious) from other staff, members of the public, representatives of outside organisations, agencies etc. Giving relevant information and dealing with queries where possible and where not possible, to direct people to the person they need to speak to.
- To provide high quality word processing support using a variety of packages.
- To undertake research and/or special projects on behalf of the team.
- To be responsible for the development, maintenance and regular update of systems both manual and IT to support and enhance the work of the Service.
- To arrange and co-ordinate meetings as directed, providing effective and timing minute taking as requested by managers, distributing the resulting papers/minutes to all relevant parties.
- To use IT hardware and software as requested and to attend training where new technology is introduced. To contribute to the co-ordination and production of management information as requested, producing good quality and accessible reports in a variety of formats and for a wide range of audiences.
- To establish and maintain comprehensive and confidential filing systems that evidence work undertaken in a timely manner.
- To ensure ongoing security and confidentiality of files, electronic records and other documents.
- To achieve agreed service outcomes and output and personal appraisal targets, as determined by the relevant manager.
- To manage office stationery stock and equipment, ordering items as necessary for your team, ensuring that staff have access to that which they need.
- To maintain, order and purchase all office supplies and equipment for the team/service area ensuring that sufficient stock is available at all times.
- To raise purchase orders (paper and electronic) as requested and ensure authorisation by the appropriate manager. To implement and operate procedures relating to financial matters in accordance with the Council’s procedures and to ensure all transactions are authorised and recorded e.g. travel warrants; giros, local orders; petty cash; vouchers, oyster cards).
- To demonstrate through personal and professional example a commitment to equality of opportunity for all groups of staff and service users and to challenge discrimination racism, sexism and other forms of unjust behaviour.
- The post holder is expected to be committed to the Council's core values of public service, quality, equality and empowerment and to demonstrate this commitment in the way they carry out their duties.
- To undertake training and constructively participate in meetings, supervision, seminars and other events designed to improve communication and assist with the effective development of the post and post holder.
- To organise and maintain the team diary and movements as requested.
- To provide personal assistance to Service Managers and Practice Development Managers as requested.
- To ensure that health and safety standards are adhered too.
- To ensure that all legislative and national and local policy is adhered to.
- To undertake any other task that might reasonably be required within the grade and overall functions of the post.
Experience of working in an administration role
Experience in successfully managing a variety of projects simultaneously and achieving targets
Experience of working within a local authority setting
Experience of working within local authority children’s social services
Demonstrated understanding of key administration requirements of a busy office environment
Demonstrated understanding of key tasks undertaken by a children’s social work team
SKILLS AND ABILITIES
Demonstrated interpersonal communication skills including the ability to deal with members of the public and staff in a sensitive and appropriate manner
Experience of minute taking to a very high and professional standard.
Computer competent, and the skills necessary to work with information management systems, producing good quality data in a variety of formats. The ability to work with word processing packages at a speed commensurate with the responsibilities of the role.
Good organisational skills and the ability to create and sustain systems to co-ordinate work processes.
An ability to manage competing demands, work methodically, think systematically and achieve targets
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