Job Specification

The Role

• To undertake a wide range of clerical duties e.g. maintaining electronic and paper based office systems, photocopying, binding, laminating, printing, compilation of information packs, distribution and retrieval of items etcTo provide cover on Service Headquarters reception / switchboard as required receiving incoming calls and visitors in a courteous, efficient and effective manner
• To input information / data and produce documentation using Microsoft Office packages following current guidelines in respect of standardisation in accordance with prescribed Service procedures
• To assist in maintaining the Service central filing system including archiving documentation
• To assist with room bookings ensuring rooms are set out accordingly with the necessary equipment liaising with IT to assist with any technical issues and carrying out routine checks as required
• To assist with Service vehicle bookings allocating vehicle keys undertaking routine checks as required
• To ensure the effective organisation of all aspects of meetings including booking venues/refreshments/equipment, preparation of all documentation, production of minutes and following up actions as required
• Organising transport for official visitors/VIPs to the Servic
• To process internal stationery orders issuing items and assisting in the control of stationery stock held at Headquarters as required.
• Ensure compliance with the Data Protection Act and ensure data security is maintained
• To attend internal and external training courses as necessary

The Person

• Demonstrate good working knowledge of clerical practices and procedures
• Demonstrate good IT skills with a working knowledge of Microsoft Office suite
• Demonstrate knowledge of electronic/paper filing systems
• Work effectively to conflicting deadlines
• Demonstrate good communication skills
• Work unsupervised, using own initiative
• Work effectively as part of a team
• Take and prepare minutes at meetings