Job Specification

The Role

• Minute taking throughout meetings
• Copy typing from notes, including completing standardised templates
• To undertake a range of administrative tasks including managing your own emails, copying, scanning, faxing, archiving, post, answering the telephone and taking messages
•  Provide telephone cover and assistance for other teams as required 
• To provide basic facilities management – setting up rooms for meeting ensuring the required equipment and resources are available and assisting attendees
• Undertake the co-ordination of public information and literature, ensuring stock levels are maintained and in date
• To carry out routine invoicing, creating purchase orders (including orders for non-routine items), handling of petty cash and taking payments
• To be the dedicated Printer champion for the department, ensuring that stock levels are maintained, reporting faults and ensuring maintenance of the printers
• To provide a reception facility, acting as the first point of contact, dealing with enquiries, ensuring that they are dealt with effectively and efficiently including responding to direct queries
• To be responsible for goods receipts, invoice coding, and dealing with associated queries
• To monitor, authorise and audit financial processes and undertake relevant financial monitoring
• To be responsible for inputting and updating records both manually and electronically on multiple systems, including extracting required information
• Carry out audit and quality control of data input
• To deal with enquiries by telephone and face to face and ensure that they are dealt with effectively and efficiently
• Answering queries that require an understanding of the situation and an appropriate response
• Dealing with enquiries outside of the office environment including promotions, events and court preparation

The Person

• Experience of taking accurate notes in meetings
• Understanding of computer systems and competency in Office Applications e.g. MS Word/Excel and office packages
• Previous clerical experience and knowledge of clerical systems and procedures
• Experience of dealing with enquiries from a range of people
• Reception/telephone experience

The Benefits

• Great public sector client
• Easy location to travel to
• Varied and interesting job role
• Great resources
• Great team culture
• Any support required is provided