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Administrative Assistant Job Duties

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Job Summary

Main responsibilities-Administrative Assistant Job Duties

Knowledge, Skills and Abilities-Administrative Assistant Job Duties

Administrative Assistant Job Duties

The postholder is required to provide comprehensive administrative support to the Chief Executive Department.    To ensure a wide range of documents are produced efficiently to a corporate standard and provide support in an effective and professional manner.

• Maintain the Department’s stationary stocks

• Produce work within set targets and deadlines

• Dealing with incoming and outgoing post

 

• Receiving visitors to the Chief Executive’s Office

• Assist in administering the Council’s purchasing and processing of invoices for payment in accordance with the Council’s procedures and processes

 

• Liaise with other members of staff both within and outside the team

• Work as a member of a team, sharing knowledge and skills

 

• Provide any other general support to the Department as required in order to facilitate the efficient running of the team.

 

• Provide administrative support to the Leader, The Executive and other  Members to include:

 

i. Dealing with enquiries, correspondence, administrative and typing

ii. Maintaining confidential filing systems

iii. liaising regarding meeting arrangements

iv. Management of diaries

 

 

• Prepare documents to a high corporate standard – including reports, letters, memos, minutes, agendas and other confidential documents (such as external bids, priority delivery plans, self assessments etc.)

• Co-ordinating the distribution of agendas and supporting papers for meetings as appropriate and within a timely manner

• Deal with enquiries, taking messages and completing tasks as appropriate from outside bodies, Elected Members, general public and colleagues via telephone, post, fax or in person

• Maintaining and develop the Department’s filing and indexing systems both electronic and manual

• Arranging meetings and civic events, co-ordinating arrangements (such as room bookings, organising refreshments, IT equipment, travel, accommodation etc.)

• Maintaining diaries both electronic and paper (including the Chairman of the Council)

• Liaising with the Chairman/Vice Chairman regarding details of requirements and engagements, assisting in such other duties as necessary to ensure the successful undertaking of his/her civic duties (i.e. Weekly diary sheets, acknowledgement/acceptance or decline of invitations etc.)

The postholder will be expected to have relevant administrative knowledge and word processing/computer skills.

 

Excellent communication skills and confident in the use of the telephone, IT software pages- ideally, Word and Excel.

 

Training will be available to enhanced existing knowledge or skills to meet the requirements of the post.