Administrator - Energy Services Team

Location - Remote Working and in the Office at Chichester

Hourly Rate - £11.18

Full Time - Interim Position

Reference - 7860990

Background

Member of an admin resource pool, responsible for providing a range of administrative support within and across services as determined by the Office Resource Manager. Responsible for the provision of an effective and efficient, flexible administrative service to support clients. Undertaking a wide range of technical/specialist admin tasks as directed, whilst maintaining high standards of work.

Key Responsibilities

• Responsible for the provision, as directed, of a flexible administrative service to a high standard to clients, undertaking a wide range of relatively complex tasks including the operation of associated equipment, as required by the client within timescales. Such as: research and production of statistical/management information, creating graphs and/or electronic presentations from notes, reports, or the organisation of straightforward events/courses.
• As a member of a resource pool, undertake a range of tasks as allocated which may include support to colleagues to manage workloads across the team. Act as Subject Matter Expert for some specific tasks within the resource pool. e.g. the absence management system or the room booking process.
• Support the day to day work of the client, arranging meetings, booking resources, taking minutes, managing e-mails, maintaining and updating electronic diaries, faxing and photocopying, proof reading.
• Administer events or training courses, including booking of resources, collation and distribution of papers.
• Communicate in an appropriate manner and develop good working relationships with a wide and diverse range of people, such as Senior Managers, Union representatives, key contacts and members of the public.
• Taking notes, requiring analysis and interpretation of sometimes complicated information during lengthy meetings, such as Senior Management Team meetings.
• May be responsible for specific tasks within the team, such as administration of access requests for schools e.g. software access or access to different drives, etc; Yourspace updates, or checking and stocking stationery cupboards in County Hall.
• Deal with internal/external enquiries and use judgement to refer to senior managers as necessary.
• Responsible for handling/processing/storing confidential information, in order to collate and distribute papers, undertake complex/sensitive office filing.
• Support equality and diversity and respect customers, clients and other members of staff regardless of gender, age, disability, sexual orientation, religion or ethnic origin.
• Remain up to date and compliant with all relevant organisational procedures, policies and professional codes of conduct in order to uphold standards of best practice.

Key Skills

• Sound communication and interpersonal skills in order to interact effectively with a range of clients and create effective working relationships.
• Good working knowledge of Word, Excel and PowerPoint (or equivalent packages) for the integral use of word processing, data processing, report writing, creating enhanced presentations, maintaining computer databases and producing statistical data etc at a high level.
• Ability to meet set deadlines and to understand when problems need to be referred upwards, such as responding to complaints promptly for a quick and accurate resolution.
• Ability to organise and present information clearly, concisely and accurately and in ways that promote understanding, either verbally or in written/electronic form with limited guidance.
• Ability to work to, implement and provide basic advice and guidance on relevant organisational procedures, policies and practices.
• Excellent literacy and numeracy skills in order to understand complex written instructions describing tasks and to type documents or take complex messages and be able to handle/process financial documents.
• Ability to be analytical/judgemental or creative where there is a need to interpret a variety of information or situations in order to solve problems or develop solutions such as analysing statistics or organising events.

Qualifications and Experience

• A relevant NVQ level 3 or equivalent qualification or experience (at least one year).
• Secretarial qualification, such as RSA I, or equivalent qualification or experience.
• Experience of working within administrative office systems/practices.
• Experience of providing an efficient secretarial service to clients.

If you are interested in this role, please call 020 3641 9193 for further details or email your CV to apply@instajobsuk.com