Job summary
Are you a highly organised and detail-oriented professional with a passion for providing exceptional administrative support?
We are seeking a dedicated Administrative Support Officer to join our dynamic Digital Services department. In this role, you will play a crucial part in ensuring the smooth and efficient operation of our team by providing comprehensive administrative support to colleagues and managers.
Key Responsibilities:
- Administrative Support: Provide efficient and confidential administrative support, including managing calendars, booking meetings, and handling correspondence.
- Office Management: Maintain departmental records, files, and inventory, ensuring accuracy and organisation.
- Event Coordination: Plan and coordinate meetings, workshops, and other events, including logistics, documentation, and follow-up.
- Reporting: Prepare and analyse performance metrics and reports to inform decision-making.
- IT Asset Management: Manage the inventory and deployment of IT equipment, ensuring compliance with policies and procedures.
- Customer Service: Provide excellent customer service, addressing inquiries and resolving issues promptly.
Main duties of the job
- Provide comprehensive administrative support to colleagues and managers within the IT department. This includes tasks such as:
- Managing calendars, scheduling meetings, and booking conference rooms
- Handling correspondence, including emails, letters, and memos
- Maintaining departmental records, files, and inventory
- Coordinating events, such as meetings, workshops, and conferences
- Assist with IT asset management by:
- Maintaining an inventory of IT equipment
- Coordinating the deployment of new equipment
- Ensuring compliance with IT policies and procedures
- Prepare and analyse reports related to department performance and operations.
- Provide excellent customer service to both internal and external stakeholders, addressing inquiries and resolving issues promptly.
Skills and Qualifications:
- Strong organisational and time management skills to effectively manage multiple tasks and deadlines.
- Excellent communication and interpersonal skills to interact effectively with colleagues, managers, and stakeholders.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
- Attention to detail to ensure accuracy and consistency in work.
- Ability to work independently and as part of a team.
- A positive and proactive attitude with a willingness to learn and adapt to new challenges.
If you possess these skills and are passionate about providing exceptional administrative support, we encourage you to apply for this exciting opportunity.
About us
Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
Job description
Job responsibilities
Main Duties & Responsibilities
- To provide efficient and confidential support to colleagues and managers within the Department by delivering a comprehensive, high quality administrative service that will enable them to perform their role effectively and maximise their time efficiently.
- Ensuring that day to day management, prioritisation and organisation of workloads is achieved by effective planning and monitoring.
- To administer shared departmental calendars, booking platforms or mailboxes.
- Assist IT Managers in budgetary management, ensuring that all orders, invoices and recharges are correctly processed and documented and that all exceptions are monitored to resolution
- Provide office management to the entire IT department including maintaining departmental and central filing system, full administrative and clerical support, managing and monitoring confidential personal files, annual leave, Leavers, Starters and Variation forms and sickness records.
- To take complete responsibility for administration of meetings, including arranging meeting logistics (attendees, date, location, facilities required etc), co-ordination and timely distribution of papers, recording and distribution of meeting minutes and administration of follow-up actions.
- Produce and coordinate the creation of performance metric reports for internal and external stakeholders from a variety of sources and teams throughout the department. For example, the IT Service Management tool data.
- Maintain an inventory of equipment, goods and services including Technical and IT Reference libraries to permit easy access to support information by IT staff.
- Administer staff records for annual leave, sickness, training, appraisal, risk assessments, expenses and trust communications and follow-up with staff and managers where there are deficiencies.
- Work within Trust and department guidelines, policies, practices and procedures. When these do not exist, the post holder is required create, document and implement new procedures.
- The post holder is required to switch concentration between a number of different information systems while resolving problems. Interruptions are constant throughout the day, resulting in plans being altered at a moments notice.
- Support the administration of key departmental documentation, such as risk registers, actions logs, reports (internal/external), health and safety assessments, building records, security incident logs.
- Administer the IT intranet site ensuring it is organised and updated.
- Responsible for raising and processing orders and invoices efficiently in accordance with the clients Standing Financial Instructions and resolve any queries that may delay payment.
- Administer the ordering of departmental and client hardware and software, including supplier and customer liaison, stock and distribution management (receipt and delivery), and associated record keeping.
- Administer deployment of PC assets in liaison with service desk, IT operational support (deployment), clients and users.
- Perform audit of IT assets as part of Endpoint asset and inventory management processes. This may require travelling to other sites.
- Administer the call management system and ensure requests are updated and reflective of current status within the department
- Provide cover in other Digital Teams, including Service Desk, Collections and Registration authority, during periods of absence, as directed. This may require travelling to other sites
- Provide a professional and customer-focused service through the life cycle of each call, manage customer expectations by keeping customers informed of progress and explain technical resolutions\ workarounds in a language that suits the customers technical understanding
Job description
Job responsibilities
Main Duties & Responsibilities
- To provide efficient and confidential support to colleagues and managers within the Department by delivering a comprehensive, high quality administrative service that will enable them to perform their role effectively and maximise their time efficiently.
- Ensuring that day to day management, prioritisation and organisation of workloads is achieved by effective planning and monitoring.
- To administer shared departmental calendars, booking platforms or mailboxes.
- Assist IT Managers in budgetary management, ensuring that all orders, invoices and recharges are correctly processed and documented and that all exceptions are monitored to resolution
- Provide office management to the entire IT department including maintaining departmental and central filing system, full administrative and clerical support, managing and monitoring confidential personal files, annual leave, Leavers, Starters and Variation forms and sickness records.
- To take complete responsibility for administration of meetings, including arranging meeting logistics (attendees, date, location, facilities required etc), co-ordination and timely distribution of papers, recording and distribution of meeting minutes and administration of follow-up actions.
- Produce and coordinate the creation of performance metric reports for internal and external stakeholders from a variety of sources and teams throughout the department. For example, the IT Service Management tool data.
- Maintain an inventory of equipment, goods and services including Technical and IT Reference libraries to permit easy access to support information by IT staff.
- Administer staff records for annual leave, sickness, training, appraisal, risk assessments, expenses and trust communications and follow-up with staff and managers where there are deficiencies.
- Work within Trust and department guidelines, policies, practices and procedures. When these do not exist, the post holder is required create, document and implement new procedures.
- The post holder is required to switch concentration between a number of different information systems while resolving problems. Interruptions are constant throughout the day, resulting in plans being altered at a moments notice.
- Support the administration of key departmental documentation, such as risk registers, actions logs, reports (internal/external), health and safety assessments, building records, security incident logs.
- Administer the IT intranet site ensuring it is organised and updated.
- Responsible for raising and processing orders and invoices efficiently in accordance with the clients Standing Financial Instructions and resolve any queries that may delay payment.
- Administer the ordering of departmental and client hardware and software, including supplier and customer liaison, stock and distribution management (receipt and delivery), and associated record keeping.
- Administer deployment of PC assets in liaison with service desk, IT operational support (deployment), clients and users.
- Perform audit of IT assets as part of Endpoint asset and inventory management processes. This may require travelling to other sites.
- Administer the call management system and ensure requests are updated and reflective of current status within the department
- Provide cover in other Digital Teams, including Service Desk, Collections and Registration authority, during periods of absence, as directed. This may require travelling to other sites
- Provide a professional and customer-focused service through the life cycle of each call, manage customer expectations by keeping customers informed of progress and explain technical resolutions\ workarounds in a language that suits the customers technical understanding
Person Specification
Qualifications
Essential
- GCSE Grade C English and Mathematics, or equivalent
Desirable
- ITIL Service Management foundation certification or equivalent knowledge
Experience
Essential
- Experience working in a customer service environment, providing excellent customer-focused service, managing customer expectations and dealing with difficult customers
- Demonstrable experience in business administration
- Proficient and current IT skills including Word, Excel, PowerPoint, Outlook
- Methodical, analytical, calm, self-motivated, confident, able to work on own initiative to prioritise tasks to achieve agreed deadlines.
- Experience of working effectively as a team
Desirable
- An understanding of community focus and previous experience of working in IT within the public sector preferably the NHS
- Experience of working within an ITIL environment
Skills, Abilities and Knowledge
Essential
- Good keyboard skills (RSA 2 typing/word processing or equivalent experience)
- A logical approach to problem solving and exercising good judgement
- Good attention to detail
- Prioritises and organise workload in accordance with the Service Level Agreement
Communication
Essential
- The ability to communicate professionally, confidently and effectively (via in-person, email, in writing or telephone) with all internal and external colleagues.
- Professional and calm approach at all times, particularly when dealing with difficult situations
- Ability to change communication style to suit the technical audience when explaining complex technical guidance\ resolution
- Good customer relationship management skills, enabling customer confidence and empowerment
- A good command and understanding of English, punctuation, and grammar.
Personal and People Development
Essential
- Proven experience working as part of a team
- Motivated and innovative individual who can suggest improvements and find new ways of working.
- 'Will do/ can do' attitude
- Flexible with working hours where it is demanded by the role
Personal Attributes / Behaviours (linked to the Trust's Behaviour Framework)
Essential
- Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults.
Other
Essential
- Able to communicate effectively using the English language
Person Specification
Qualifications
Essential
- GCSE Grade C English and Mathematics, or equivalent
Desirable
- ITIL Service Management foundation certification or equivalent knowledge
Experience
Essential
- Experience working in a customer service environment, providing excellent customer-focused service, managing customer expectations and dealing with difficult customers
- Demonstrable experience in business administration
- Proficient and current IT skills including Word, Excel, PowerPoint, Outlook
- Methodical, analytical, calm, self-motivated, confident, able to work on own initiative to prioritise tasks to achieve agreed deadlines.
- Experience of working effectively as a team
Desirable
- An understanding of community focus and previous experience of working in IT within the public sector preferably the NHS
- Experience of working within an ITIL environment
Skills, Abilities and Knowledge
Essential
- Good keyboard skills (RSA 2 typing/word processing or equivalent experience)
- A logical approach to problem solving and exercising good judgement
- Good attention to detail
- Prioritises and organise workload in accordance with the Service Level Agreement
Communication
Essential
- The ability to communicate professionally, confidently and effectively (via in-person, email, in writing or telephone) with all internal and external colleagues.
- Professional and calm approach at all times, particularly when dealing with difficult situations
- Ability to change communication style to suit the technical audience when explaining complex technical guidance\ resolution
- Good customer relationship management skills, enabling customer confidence and empowerment
- A good command and understanding of English, punctuation, and grammar.
Personal and People Development
Essential
- Proven experience working as part of a team
- Motivated and innovative individual who can suggest improvements and find new ways of working.
- 'Will do/ can do' attitude
- Flexible with working hours where it is demanded by the role
Personal Attributes / Behaviours (linked to the Trust's Behaviour Framework)
Essential
- Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults.
Other
Essential
- Able to communicate effectively using the English language
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
