To provide an efficient and confidential secretarial and administrative service to the Sussex Head of services.
Provide a comprehensive and prompt service, ensuring that all documents and reports are prepared accurately and within agreed deadlines. Documents include; minutes, reports, letters, emails/memos, spread sheets, contracts, budgets, accounts, tenders and KPI’s.
Administration and response to complaints within timescales.
If required, maintain the diary of the head of services to include; setting up and managing appointments, arranging meetings, responding to emails that require onward circulation or response where possible.
Arrange and attend various meetings/events including; copying, collation of and distribution of papers, venue, catering and minute-taking.
To administer petty cash claims, process invoices, set up payment systems and undertake any other financial responsibilities in accordance with organisational policies and procedures
Take the lead with other local administrators to review local and organisational paperwork, procedures, good practice and continuous improvement programme.
To be responsible for collating comments and information from managers for head of service to report at organisational level.
To prepare and collate statistical data and other research as required.
To keep paper and electronic files up to date, ensuring confidentiality at all times.
To support the group’s diversity and customer involvement strategy in all aspects of work.
To work in collaboration with other Peabody directorates and colleagues including other staff at Prescott House
To undertake such other duties as are appropriate to meeting the responsibilities, policies and procedures and whenever reasonably instructed, which may include working outside normal working hours.
To be responsible for maintaining the office environment, including ordering supplies
Person Specification and Selection Criteria
Well organised, able to arrange rotas, manage workload demands, determine priority tasks and meet tight deadlines
Able to devise and maintain information and indexing systems and databases to enable the effective filing and retrieval of information.
Understanding of confidentiality and data protection issues.
An understanding and commitment to customer service objectives and be able to meet the needs of both the internal and external customer.
To have well developed and effective written and oral interpersonal skills, with the ability to communicate effectively with a range of people including customers, stakeholders, partners and senior managers.
Able to communicate effectively both verbally and in writing using Plain English including the ability to produce clear and accurate letters, memos and reports.
Excellent time management, planning and organisational skills and demonstrable ability to meet deadlines and achieve goals.
Well organised and able to work under own initiative. Responding positively and with flexibility to changing demands and new developments.
Able to prioritise competing demands effectively and meet tight deadlines.
Comprehensive IT skills to include use of Microsoft office and to be able to make the most effective use of IT systems with attention to detail.
To have an understanding of and commitment to equality of opportunity and be able to pursue these objectives in the workplace.
To be able to work outside your normal office hours as required.
To have a good work attendance record.
Able to work in other office locations as required.
A basic Disclosure and Barring Service (DBS) will be required