Back to Search Results

Clerical/Admin Assistant

Job Description

The post holder will:

  • To provide day to day supervision of the Band 3 administrative activity within allocated areas in the Directorate.
  • Maintain realistic and manageable diaries.
  • Manage the /senior managers' diaries in a pro-active and efficient manner, based on all information from emails, meeting requests and travel itineraries.
  • Arrange meetings and set up any rooms/equipment required.
  • Ensure all aspects of meetings/conferences are organised, and agendas developed, ensuring appropriate equipment is available and set up (e.g. projectors)
  • Attend and accurately minute complex internal and external meetings/events as required.
  • Assist in the preparation of reports, presentations etc.
  • Manage relationships with administrators of client representatives and other external partners.
  • Ensure the supervision of the work of the administrative assistant.
  • Communicate complex and sensitive information with a range of staff internally and externally.
  • Schedule and manage the travel arrangements for /managers, saving as much time and expenditure as possible.
  • Screen visitors, emails and telephone calls for /managers.
  • Receive, sort and prioritise mail and emails, redirecting as appropriate and responding to all routine correspondence without direction.
  • Use a range of office software, including Microsoft Word, Excel, Outlook and PowerPoint.
  • Follow the Corporate/Service Administration Guidelines.
  • Provide a service as detailed in the Corporate/Service Administration Team Specification.
  • Undertake project work and research as directed with minimal supervision for internal/external customers.
  • Order supplies using an electronic ordering system (Oracle) maintaining accurate records, following up all queries until resolved
  • To provide cover and support to other administrators potentially in other bases when required.
  • To participate and support the principles of continuous improvement.
  • Carry out any duties as agreed with the Corporate Administration Co-ordinator/line manager, commensurate with the grade of the post.
  • Have the ability to travel independently.
  • Maintain the strictest level of confidentiality at all times.
  • Be conversant and comply with the organisations policies and procedures.
W1siziisijiwmtgvmdyvmjivmtevmtyvmjivmtevy3rhcy1iyxitzmlndxjllmpwzyjdlfsiccisinrodw1iiiwimjawmhg3mjajil1d

Looking for a job? Register your CV now

REGISTER

Looking to recruit? Find the perfect hire

Upload Job

Want a career at Brook Street? Join our team

Join Now