JOB ROLE PROFILE AND PERSON SPECIFICATION
Generic Job Category: Administrative
Present Grade: Scale 4
Purpose of the Role:
Provide high quality and comprehensive administrative and/or finance support to a team or service in relation to any of the functions undertaken, ensuring that an effective, efficient and customer focused service is delivered within required timescales and in line with Corporate Policies.
Support the day-to-day financial, clerical and administration functions in order to facilitate the smooth running of the team and provide an efficient and effective service.
Maintain effective and efficient administrative and information management systems, using the appropriate means, in order to support the work of the department.
To attend and provide administrative support to team meetings, taking notes and producing draft written records within agreed timescales.
Use relevant databases, in the course of normal duties, to include data input, data interrogation as directed.
Deal with straightforward customer enquiries and follow through to resolution, ensuring all stakeholders are updated and the adequate audit trails are in place.
Ensure data and records are maintained in accordance with agreed standards and in keeping with the Data Protection/Freedom of Information regulations including the regular housekeeping of computerised and paper information following document management processes.
Assist with the provision of an accessible customer care focused reception service, and when necessary, request assistance to manage the distress or difficult and challenging behaviour of callers.
Provide a front line face-to-face/telephone service to customers, making suitable referrals to other service areas where appropriate and resolving enquiries to a high standard, ensuring high levels of customer satisfaction.
Identify any difficulties visitors/service users may have in making an enquiry or receiving information, in order that suitable and sufficient methods of communication can be provided.
Attend regular service meetings and, with colleagues, contribute ideas and make recommendations for improvements/changes in existing procedures, policies and processes.
To develop and maintain a working knowledge of relevant policies, procedures and legislation in order to identify when enquiries need to be referred to a specialist officer.
To work as part of a project team and to assist in the delivery and completion of work projects, supporting different work streams, ensuring the successful completion of the project.
Advise and train colleagues in any specialist activities undertaken / areas of expertise, as requested by the line manager, in order to help develop a multi skilled team.
Provide support to colleagues and resolve queries relating to corporate and department specific systems.
Responsible for the handling of service users’ monies including banking and balancing of imprest accounts, where required.
Use the Council’s electronic procurement system (SRM) for the provision of goods and services, liaising with Corporate Procurement to set up vendors within the E-marketplace and for the resolution of associated queries, where required.
Assist managers with day to day and year-end financial processes, where required.
Attend service specific meetings, which are sometimes of a confidential and sensitive nature, taking minutes and producing accurate written records within agreed timescales
Within the scope of general guidelines, resolve and choose courses of action for problems that are not straightforward and require discretion, referring to line manager when necessary.
Assist less experienced colleagues to efficiently resolve more complex enquiries to successful completion.
Organise and prioritise own workload as appropriate, renegotiating targets/deadlines as conflicting demands necessitate.
Assist managers in carrying out Health and Safety checks/audits and be responsible for ensuring that public meeting areas are maintained as a comfortable and welcoming environment.
Manage own performance effectively to meet goals and targets and work to required deadlines, adhering to Departmental and Council policies, procedures and systems at all times.
As discussed with the line manager, take responsibility for own learning and development and participate in performance management and development discussions in line with the performance appraisal review process.
To undertake any other reasonable duties commensurate with the grading of the post
At all times to carry out responsibilities with due regard to the Council’s Code of Conduct and related policies i.e. Equalities & Diversity, Data Protection, Confidentiality, Health & Safety.
Key Relationships (Internal and External):
Equality and Diversity:
The Council has a strong commitment to achieving equality in its service to the community and the employment of people and expects all employees to understand, comply with and promote its policies in their own work.
Health and Safety:
The post holder shall ensure that the duties of the post are undertaken with due regard to the Council’s Health and Safety Policy and to their personal responsibilities under the provisions of the Health and Safety at work Act 1974 and all other relevant subordinate legislation.
For a more detailed definition of these responsibilities, refer to the current versions of the Corporate Health & Safety Policy, Group Safety Policy and employee information leaflet entitled "Health & Safety Policy; Guidance on Staff Health & Safety Responsibilities".
Corporate Health and Safety Responsibilities
All employees have personal responsibilities to take reasonable care for the health and safety of themselves and others. This means:
1. Understanding the hazards in the work they undertake;
2. Following safety rules and procedures;
3. Using work equipment, personal protective equipment, substances, and safety devices correctly; and
4. Working in accordance with the training provided and only undertaking tasks where appropriate training has been received.
Employees shall co-operate with the Council by allowing it to comply with its duties towards them. This requires employees to:
take part in safety training and risk assessments and suggest ways of reducing risks; and
take part in emergency evacuation exercises.
Employees shall report all accidents, ‘near miss’ incidents and work related ill health conditions to their manager/supervisor/team leader.
Employees shall read the Corporate Health & Safety – Organisation Part B Policy to ascertain and understand their responsibilities as an employee, line manager, Assistant Director or Director of the Council.
In order to protect the confidentiality, integrity and availability of Council information, including information provided by customers, partner organisations, and other third parties, where applicable, employees will comply with the Council’s Information Security Policy.
Statement of Commitment to Safeguarding of Children and Vulnerable Adults through safer employment practice:
Enfield Council is committed to safeguarding and promoting the welfare of children and vulnerable adults. Safe recruitment of staff is central to this commitment, and the Council will ensure that its recruitment policies and practices are robust, and that selection procedures prevent unsuitable people from gaining access to children, young people and vulnerable adults. All staff employed to work with or on behalf of children and young people in the Council must be competent.
All staff working with Children & Vulnerable Adults should be aware of, and share the commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults when applying for posts at Enfield Council.