Administrator / Note Taker – Bognor (G5)

Job Description

Job Category: Administration
Location: Durban House, West Sussex County Council
Hours Per Week: 37.00
Start Date: Immediately Start
Start Time: 09:00
End Time: 17:30
Salary: £11.59

Pay – Grade 5
Location – Durban House Bognor
Working arrangements – Mostly working from home, with occasional travel around the county needed. Current arrangement is 1 day a month in Bognor. 37 hours per week, over 5 days with some flexibility around working hours to cover the core hours 9-5.

Job Description –
The key skill needed is the ability to produce succinct and professionally presented and worded minutes and actions in relation to adult safeguarding. They will also need to undertake general admin duties, setting up meetings, distribution of confidential documents, electronic filing i.e. uploading to Mosaic and customer records, able to put information into a spreadsheet, monitor email inbox and respond to incoming messages. Reporting to a Team Leader, you will provide a customer focused and efficient administrative service, prioritising your daily tasks in accordance with team requirements and service objectives. You will be responsible for delivering a range of administrative tasks to a high standard of quality within agreed timescales. These are likely to include such tasks as note taking at complex (often sensitive and / or confidential) meetings, arranging large scale events and meetings, co-ordinating statutory panels, collating and presenting information in a clear format, preparing reports and agendas, producing accurate meeting minutes and spreadsheets, and updating council IT systems in order to support service delivery. You may be asked to work at a designated office, provide support remotely or work flexibly across WSCC office hubs, dependent on service needs. You’ll need to be able to demonstrate personal resilience, integrity and professionalism when participating in sensitive, potentially disturbing or highly confidential meetings or processes.

Key Skills:
1. Good communication skills for answering telephone, email and face-to-face queries effectively, communicating with staff and customers.
2. Clear and effective written communication skills to produce accurate meeting minutes, write non-standard correspondence and reports, present data and financial information, and to write and respond to emails appropriately.
3. Good numeracy skills in order to work with figures and data to make sound and accurate financial calculations and data collection, working methodically.
4. Good analytical and problem-solving skills to analyse specialist information and draw practical conclusions and appropriate actions with an understanding of relevant policies and procedures.
5. Ability to identify the most efficient and effective ways of working, embrace change and adapt to changing situations and new ways of working positively and effectively, including the ability to learn new systems and processes.
6. Excellent IT skills enabling effective daily use of office applications such as Microsoft Outlook, Teams, Word and Excel.

Job Description & Person Specification
Qualifications and/or experience:
• 4 GCSEs with A-C / 4-9 passes including Maths and English, or equivalent qualification or experience demonstrating that level of numeracy and literacy.
• Relevant technical knowledge of procedures and practices associated with delivering an administrative service.
• Sound and accurate overall IT knowledge and experience in using Microsoft Office including Word, Excel and Teams.
• Experience of working in an office environment.
• Some knowledge and technical skills in the use of major computerised systems (for example, SAP or Mosaic) – Desirable

Key responsibilities:
• Communicates with and develops good working relationships with relevant managers and colleagues in order to deliver an effective service.
• Delivers timely and efficient specialist administrative support to a team or across teams with an awareness of team requirements and priorities.
• Prioritises own day to day work, working with colleagues to deliver objectives and a customer focussed service.
• Produces accurate, factually and grammatically correct meeting notes and reports.
• Updates and maintains relevant computerised and manual records relating to the service appropriately and accurately.
• Follows procedures and processes in order to respond independently to day-to- day telephone, email and written queries including using initiative to resolve unexpected problems where necessary.
• Refers complex or technical queries, and those unrelated to the service appropriately, working under guidance on unusual or difficult problems.
• Appropriate and careful daily handling of confidential and sometimes sensitive or personal financial or other related information relating to the service.
• Responsibility for processing and / or raising Purchase Orders and invoicing.