Administration Officer

We are looking for an Administration Officer that will provide a comprehensive, robust administrative support service to support the Public Health Team and Public Health CPPO/CO within the Commissioning Team.

Duties and Responsibilities:

The post-holder will be required to:

• Provide core administrative functions;
• Ensure that business needs are prioritised and managed effectively;
• Carry out other duties commensurate with the grade of the post.

Administrative Duties:

• Managing incoming communications (email, post, telephone calls) and highlighting/prioritising key points to follow up;
• To create electronic documents, reports, letters etc from copy and dictation;
• To highlight issues of a urgent nature to relevant senior members of the team;
• Set up and maintain electronic and manual filing systems allowing easy retrieval;
• Organise travel, accommodation and hospitality requirements;
• Establish and maintain a pass back system for staff supporting;
• Process payment of invoices and tracking of financial transactions using Oracle;

Administrative Support for Meetings/Team Activity:

• To make arrangements for meetings and events including the booking of venues, arranging refreshments, sending invitations, organising agendas, and taking minutes;
• Undertake progress/chasing tasks arising from meetings;
• The preparation, production and presentation of documents and minutes from own notes and from a variety of sources of information;
• To assist in the management of the electronic diary for members of the Public Health Team and CPPO/CO;

The candidates must have:

• BTEC National in Public Administration
• NVQ 3 Business Administration or relevant equivalent
• Experience of complex issues and problem solving;
• Liaising with a range of professionals
• Managing own workload
• Organising events, conferences, meetings administration;
• Minute taking
• Dealing effectively with the public;
• Financial procedures;
• Experience of working with databases and management information systems
• Production and analysis of performance reporting
• Initiating and monitoring new office procedures
• Diary Management
• Good interpersonal skills
• Excellent planning and organisational skills
• Excellent communication skills
• Excellent IT skills including use of all the Microsoft packages
• Excellent keyboard skills, with a minimum requirement of 35 wpm
• Numerate and literate
• Being able to work on your own initiative
• Ability to work alone and as a team player
• Ability to work to tight deadlines

This is an office working role which is hybrid. The successful candidate will need to be inducted and trained in the office for 2-4 weeks then will work 2 days in the office and 3 days at home from 830-5pm (Mon-Thurs) and 830-420 (Fri).

The position is Full Time, Temporary for Nine Months or until the return of the substantive post holder.