Administration Assistant
Venesky-Brown’s client, a public sector organisation in Hamilton, is currently looking to recruit an Administration Assistant for a rolling contract up to 6 months on a rate of £15.66/hour (PAYE). This role is basewd on site and the working hours is Monday – Thursday : 0800hrs – 1600hrs and Friday – 0800hrs – 1330hrs.
Responsibilities:
– To provide a comprehensive administrative service, to ensure efficiency of department, including typing, filing, audio typing, photocopying and the composition of letters, the use of management information systems and e-mail to facilitate the smooth and effective running of the department.
– As first point of contact, deal with telephone and face to face enquiries from all staff groups, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
– Manage departmental mail, responding where appropriate and directing/prioritising to assist in the efficiency of the service delivery.
– To provide support to a wide range of meetings including arranging facilities/venues, preparing agendas and distributing supporting papers to participants. Attend meetings to record notes and distribution of notes and relevant papers. Following up with management team on action points to ensure they are updated and complete.
– Maintain and update the filing system for the department ensuring a methodical and easily accessible system.
– Maintain staff personnel records including annual leave, sickness absence, staff engagement, change and termination forms and other associated duties as directed by management team.
– Extract, collate and summarise data from various systems or records to enable preparation of standard verbal, written or statistical reports or returns as requested by Support Services Managers.
– To raise departmental orders and proformas in line with procurement requirements and Standing Financial Instructions (subject to sign off by Line Manager).
– Issue and reconcile all petty cash, endowments, patient belongings, safe contents as per the Standing Financial Instructions under supervision of line manager.
– To provide administrative cover for other areas at times of staff absence or increased workload as requested.
– Ensure personal compliance with all aspects of Health and Safety Management including fire safety, DSE, and risk management.
Essential Skills:
– SVQ3 or equivalent.
– Communication skills – both written and verbal, office management skills.
– Proficient in PC programmes.
– General administration and office experience.
– Flexible team worker as well as working on own initiative
– Well-developed interpersonal skills in customer care.
– Good organisational and planning skills.
– Ability to prioritise work and work on own initiative whilst under pressure.
– Ensuring confidentiality, diplomacy and discretion are maintained at all times.
– Demonstrate good problem solving skills.
– Prepared to work in a flexible manner.
– Ability to devise detailed administrative processes.
If you would like to hear more about this opportunity please get in touch.
Responsibilities:
– To provide a comprehensive administrative service, to ensure efficiency of department, including typing, filing, audio typing, photocopying and the composition of letters, the use of management information systems and e-mail to facilitate the smooth and effective running of the department.
– As first point of contact, deal with telephone and face to face enquiries from all staff groups, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
– Manage departmental mail, responding where appropriate and directing/prioritising to assist in the efficiency of the service delivery.
– To provide support to a wide range of meetings including arranging facilities/venues, preparing agendas and distributing supporting papers to participants. Attend meetings to record notes and distribution of notes and relevant papers. Following up with management team on action points to ensure they are updated and complete.
– Maintain and update the filing system for the department ensuring a methodical and easily accessible system.
– Maintain staff personnel records including annual leave, sickness absence, staff engagement, change and termination forms and other associated duties as directed by management team.
– Extract, collate and summarise data from various systems or records to enable preparation of standard verbal, written or statistical reports or returns as requested by Support Services Managers.
– To raise departmental orders and proformas in line with procurement requirements and Standing Financial Instructions (subject to sign off by Line Manager).
– Issue and reconcile all petty cash, endowments, patient belongings, safe contents as per the Standing Financial Instructions under supervision of line manager.
– To provide administrative cover for other areas at times of staff absence or increased workload as requested.
– Ensure personal compliance with all aspects of Health and Safety Management including fire safety, DSE, and risk management.
Essential Skills:
– SVQ3 or equivalent.
– Communication skills – both written and verbal, office management skills.
– Proficient in PC programmes.
– General administration and office experience.
– Flexible team worker as well as working on own initiative
– Well-developed interpersonal skills in customer care.
– Good organisational and planning skills.
– Ability to prioritise work and work on own initiative whilst under pressure.
– Ensuring confidentiality, diplomacy and discretion are maintained at all times.
– Demonstrate good problem solving skills.
– Prepared to work in a flexible manner.
– Ability to devise detailed administrative processes.
If you would like to hear more about this opportunity please get in touch.
