Administration Support Officer – Crawley – G3

Job Description

Job Category : Administration
Location :Crawley Library, West Sussex County Council
Hours Per Week :40.00
Start Date :Immediate Start
Start Time :09:00
End Time :17:30
Salary: £10.79

Pay – Grade 3
Location – Crawley or Chichester
Working arrangements – Some home working will be facilitated .

Required experience and skills
(These will be used as the shortlisting criteria)
Key Skills:
1) Literacy and numeracy skills in order to understand complex written instructions describing tasks, type documents or take complex messages.
2) Ability to interpret information, such as service complaints, and then redirect them to the appropriate person to provide quick and accurate resolution.
3) General IT skills including Word and Excel (or equivalent packages) for word processing, data processing, creating basic presentations, maintaining basic computer databases and production of straightforward statistical data etc.
4) Good communication and interpersonal skills in order to provide clear and concise advice and guidance to a range of clients, including the ability to provide helpdesk duties in an appropriate manner.
5) Ability to plan over the short term in order to organise bookings, monitor orderings and co-ordinate requests.
Qualifications and/or experience:
• 4 GCSEs with A-C passes including Maths and English or equivalent qualification or experience demonstrating that level of numeracy and literacy.
• Experience of working in an administration, research or customer service environment – Desirable
Key responsibilities
As directed, undertake a range of tasks effectively and efficiently within timescales e.g. collating straightforward / basic statistical or management information, general administration tasks, manual or electronic filing, telephone calls and desk-based research.

As a member of the administration support team, undertake a range of tasks as allocated, which may include support to colleagues to manage workloads across the team.
Make simple bookings, such as rooms, transport, refreshments, people etc as directed.
Input information into a database, produce defined basic presentations and templates, and/or input, update and maintain straightforward spreadsheets. May include the use of mail merge functions.
Communicate face to face with internal and external clients in an appropriate manner, including meeting and greeting visitors / clients. This may involve undertaking helpdesk duties.
Undertake telephone and scanning duties, including receiving and sending emails, taking clear and accurate telephone messages, occasionally competently transferring calls in an appropriate manner, and scanning a variety of documents.
Responsible for physical resources such as maintaining and ordering supplies, tracking delivery progress and preparing information packs as required.
Responsible for handling or processing information in order to collate and distribute papers, undertake sensitive office filing as directed and maintain records.
Support equality and diversity and respect customers, clients and other members of staff regardless of gender, age, disability, sexual orientation, religion or ethnic origin.

Job Description : We have an exciting opportunity to work within the Bridging Team, as a temporary Administration Support Officer. This is a key role that will work with our team who provide coordinated front-line support directly to Afghan residents located in Bridging accommodation in West Sussex and a diverse range of partner organisations. Most days you will be based in Bridging accommodation, working closely with the wider team providing practical and administration support where it’s most needed. This is a varied role and will include making and receiving telephone calls, undertaking desk-based research, recording details of research in record keeping systems such as excel spreadsheets and practical tasks such as making up information packs. You will also provide routine administrative support within and across the service, and be responsible for the effective and efficient provision of a direct / indirect administrative service to clients, undertaking a range of tasks as directed.