Senior Administrator Officer

Job Description

Position: Senior Administrator Officer
Team: Administration Team UASC Service
Location: Ashford, Kent
Pay: £14.82
Start Date: Immediate
Part/Fulltime: Fulltime (37 hours per week)

4 days home working, required to be in the office every Monday.

Purpose of the Job:

Provide an administrative support service to managers and qualified Social Work staff to assist in the smooth running of the Reception and Safe Care Service’s social work teams, taking an proactive role in relation to their day to day functioning.

SKILLS AND ABILITIES
⦁ Literacy and numeracy skills
⦁ Computer literacy – ability to produce a range of documents and reports, including non-standard reports, using Windows WP package, Excel spreadsheet and database functions
⦁ Interpersonal, organisational and administrative skills
⦁ Ability to develop and maintain effective computerised and manual filing systems
⦁ Ability to organise and prioritise workload to achieve deadlines
⦁ Ability to investigate complex queries and anomalies when required
⦁ Ability to take accurate notes and minutes of meetings including Strategy Discussions regarding Child and Adult safeguarding concerns
⦁ Ability to take a proactive approach to tracking action points from meetings and correspondence, in liaison with the managers concerned
⦁ Co-ordination skills when arranging meetings and appointments and arranging client care when required
⦁ Ability to monitor and process accurate financial records
⦁ Ability to travel across a wide geographical area in a timely and flexible manner at various times of the day if required, using car, public transport, car-sharing etc.
Commitment to equalities and the promotion of diversity in all aspects of working

KNOWLEDGE

⦁ Knowledge of the services provided by Kent Adult and Children’s Social Services and detailed knowledge of services provided by the team
⦁ Knowledge of the County’s Record Retention Policy and freedom of information protocols or awareness of the requirement for this policy and protocol
⦁ Knowledge of a range of IT systems including ICS.
⦁ Knowledge of computerised and manual filing systems
⦁ Awareness of Data Protection and confidentiality issues
Staff will be expected to have an awareness of and work within national legislation and Corporate and Directorate policies and procedures relating to Health and Safety

QUALIFICATIONS

Educated to GCSE level or equivalent or
NVQ2 in Administration or equivalent if required

Willingness to work towards NVQ3 in Administration or equivalent if required

EXPERIENCE

⦁ Office administration experience
⦁ Experience of drafting correspondence
Experience of working within a Social Care environment

Main duties and responsibilities:
⦁ Produce all types of word processing, from handwritten and recorded sources, drafting routine correspondence on behalf of the line manager and other staff, and tracking responses to correspondence and other paperwork within appropriate timescales, in order to provide a reliable and high quality service to Directorate managers.

⦁ Act as a main point of contact for the Unit/section, investigating complex queries and simple complaints, assessing the nature of telephone calls/emails, referring them to the appropriate person without referral to the line manager where possible, and receiving visitors in a courteous, prompt and efficient manner, in order to ensure that staff, service users and members of the public who contact the Unit are dealt with efficiently and consistently.

⦁ Develop, maintain and monitor all office systems, including the database and filing systems, both computerised and manual, checking that key documents are included and pursuing any missing documents, to ensure that systems are adapted to improve effectiveness in line with the County’s Record Retention Policy, data protection and freedom of information protocols.

⦁ Support the day to day clerical and administrative functions of the team/service, in addition to the monitoring of emails and telephone messages for appropriate team members and the processing of mail etc, in order to facilitate the smooth running of the team.

⦁ Arrange and coordinate appointments and meetings on behalf of the line manager and other staff within the Unit, including large gatherings such as seminars involving external agencies and speakers, dispatching the relevant documents and taking minutes where required, to ensure that the whole process runs smoothly and that any action points are followed up at the end of the meeting.

⦁ Arrange and coordinate appointments for service users, including booking health appointments and interpreters

⦁ Update, modify and retrieve data on both manual and computerised systems, preparing standard and non standard reports, cross checking data held on different systems to ensure accuracy and developing new systems to meet information needs in order to provide accurate and reliable information, on which management decisions can be made.

⦁ Administer personnel procedures on behalf of the line manager/team, including diary management, and the recording and monitoring of annual leave, sickness absence and travelling expense forms, and support in the recruitment, selection and induction of staff, resolving issues and seeking guidance on more complex issues, in order to inform the preparation of rotas and workforce planning, and to assist the manager with line management issues.

⦁ Process, maintain and monitor financial records relating to expenditure and income, including the preparation of invoices for payment, processing charges and monitoring expenditure against budgets, as well as the administration of petty cash, identifying and investigating anomalies and proposing solutions on behalf of the line manager, in order to ensure that financial information and procedures relating to the team are accurate, up to date and in accordance with finance regulations and Directorate procedures.

⦁ Support managers and practitioner staff with client care issues, including arranging transport for clients, taking and recording referrals, making routine bookings and ordering routine equipment for clients, undertaking basic research using the internet, making up client files and chasing actions, in order to enable the manager to progress professional staff care issues.

⦁ Take a proactive approach in supporting and encouraging the team in environmental-friendly working as part of the County Council’s Green Agenda, eg double-sided photocopying, switching off consoles and lights etc.