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Cef Administrator

  • Location

    Oxford, Oxfordshire

  • Sector:

  • Salary:

    £9.37 - £9.84 per hour

  • Job ref:

    5093023_1554809349

  • Published:

    2 months ago

  • Duration:

    4 Months

  • Start date:

    19-04-2015

  • Expiry date:

    09-05-2019

Our client is seeking a CEF Administrator on an initial 4 month contract with the possibility of an extension.

Working Hours:

37 Hours per week

Monday - Friday

Pay Rate:

£9.37 p/h

Job purpose:

Limited or no direct responsibility for supervision, direction or co-ordination of other employees (e.g. demonstration of duties) as allocated.

Duties and Responsibilities:

  • Working co-operatively, as part of a team to provide efficient and effective secretarial and administrative support to directorate teams who may not work from one office;
  • Proactively liaising with colleagues to provide constant and consistent services, streamline practices, provide cross-service cover and help prevent excessive workload peaks.
  • Develop knowledge, skills and expertise in at least one designated service area(s) which will be the main focus of your service delivery
  • Act as a first point of contact for the service, including general enquiries and reception; answer enquiries including some of a complex nature; redirect more complex enquiries appropriately
  • Process and respond promptly to incoming communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary.
  • Produce a range of documents including letters/emails and presentations to a good standard by the required deadline.
  • Collect, process and input data into the County Council's information management/ filing systems and databases (e.g. Framework-I, One, Swift, SAP) ensuring accuracy, confidentiality and security of data and compliance with statutory requirements.
  • Co-ordinate diary management to ensure information is accurate and up to date at all times.
  • Organise and minute meetings for individuals or groups ensuring that appointments are realistically planned with regard to timing and venue; venue, catering and resources are booked appropriately; and preparing materials to support the event.
  • Maintain record-keeping systems for recording and monitoring service processes and provide regular summary reports to Operational Staff and Managers to ensure that relevant updates and reviews take place in a timely fashion.
  • Develop and maintain up to date information about the service including on the intranet, internet, stationery and internal and external publications.
  • Undertake general clerical and administrative tasks to support the service as required (e.g. post processes, photocopying, scanning).
  • Process financial tasks within the team including e-procurement, receipting of goods
  • Research and provide budgetary and statistical information using available systems
  • Administer grants, payments and transactions (e.g. employee claim forms, travel warrants).
  • Supporting the recruitment, induction, supervision and learning of others as required
  • Providing cover for colleagues during periods of annual leave and absence from the office
  • Applying your knowledge and feedback from others to contribute to service improvement '
  • Attending and participating in meetings as required to support the needs of the service including taking a lead role as 'champion' for a service process, system or development area
  • Undertaking such other duties as may reasonably be required of you commensurate with your grade and as required to support the business including maintaining business continuity and during civil emergencies.
  • Comply with individual responsibilities for health and safety in the workplace including taking action to reduce the risk to self and others and contributing to the maintenance of a health and safe working environment
  • Maintain a secure, accessible and fit for purpose work area
  • Ensure that all duties and services are provided in accordance with the County Councils standards, policies and procedures.
  • Understand the core business of the office/directorate and contribute to its development
  • Develop the necessary skills and knowledge to be flexible in support of the development of the Directorate and the wider organisation.

Skills and Experience:

  • A minimum of one year administrative experience.
  • Front line service (visitor/telephone) experience.
  • Experience and regular use of Microsoft Office applications and the Internet, including Word, * Excel, Outlook and PowerPoint, to at least an Intermediate level.
  • Experience of handling data and statistics.
  • Experience of inputting and retrieving data from ICT based record systems.
  • Proven ability to work effectively to deadlines.
  • Information research and collation using the internet/web based systems.
  • Ability to communicate effectively by telephone, in writing, by e-mail and in person.
  • Methodical and organised approach to tasks, with an eye for detail.
  • Ability to work calmly under pressure prioritising competing demands effectively .
  • Initiative, flexibility and ability to handle change.
  • Ability to attend work regularly and on time.

INDEG

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