Administrator X 2 ( 6 Month Maternity )
37 hours per week + Flexi Time
Work in accordance with:
Equal opportunities and anti-discrimination policies
Health and Safety Policies and Procedures
Respect the confidentiality of the Service and Service users
Maintain accurate and timely records
Develop as an individual to reach maximum potential in the skills and competencies required
Undertake other duties from time to time as may reasonably be required

CONTEXT:
The overall purpose in all Administrative roles is to provide an effective administration service to the team and work together with colleagues to promote team development and the achievement of area and team objectives. There is a summary of the key duties and responsibilities for all roles and then a separate list of additional duties for each role.

KEY DUTIES AND RESPONSIBILITIE
Provide an effective administrative service to field teams located in office base, planning and organising own work schedule in order to contribute to the overall effectiveness of the office.
Format and produce reports and correspondence to a high specification which may be presented in Court and to other external agencies.
Prepare and maintain cases and other records, files and statistics, in accordance with the standards required.
Input accurate and timely data into Computerised Record systems
Effectively handle incoming and outgoing mail.
Operate office equipment and receive and transmit information using different modes of communication (photocopiers, faxes, email).
Order, maintain and issue stock items including stationery.
Receive and respond to supervision from the post holder's supervisor and participate in the appraisal process, identifying development needs.
Participate in special project teams and in training events relevant to Area objectives, the post and post holders development.
Contribute to the health, safety and security of the workplace by being alert to and identifying hazards and unsuitable working conditions, taking action in line with procedures if appropriate and/or inform the Support Services Manager that action has been taken or is required.

Key duties and responsibilities for the Administrator:
Provide an effective and efficient reception and telephone enquiry service
To deal firmly, fairly and effectively with a range of users, some of whom may be in crisis, distress or who may display inappropriate or aggressive behaviour, and to seek appropriate support in accordance with the circumstances and office procedures.
To organise and minute pod/unit meetings ensuring Line Manager is notified of all core issues raised.

Key duties and responsibilities for the Operational Administrator:
To contribute to the safe and appropriate placement of offenders by adhering to set guidelines and liaising effectively with management, operations staff, and offender managers.
To prepare and distribute accurate and timely paperwork for operations staff to support the smooth and safe running of work groups.

This job description sets out the duties of the job at the present time. Such duties may vary from time to time without changing the general character of the duties or the level of responsibilities entailed. Such variations cannot justify a reconsideration of the grading of the post. The post holder is required to operate within the policies and procedures.

Knowledge

Basic knowledge of health and safety in the office environment

Key Skills & Competencies

Proven track record of dealing with people and communicating effectively at all levels both face to face and on the telephone
Ability to use PC software (particularly Word and Excel)
Competent organisational and administrative skills
Ability to compose routine correspondence and reports and to present all work in the appropriate format
Ability to provide an effective service to a range of service users, including outside agencies, some of whom may present difficult or aggressive behaviour

Aptitudes:

Ability to develop and maintain good working relationships with staff at all levels
Flexible and responsive to change
Ability to work under pressure and according to tight deadlines
Commitment to seeking continual improvement in practice

Other:

Commitment to personal development/training
Commitment to equal opportunities/diversity