Admin Services Officer – Grade 72022-11-28T00:10:33+00:00
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Admin Services Officer – Grade 7 Job Vacancy in Exeter, England, UK
To line manage administrators in a designated administrative hub which may be based locally or remotely, providing essential support and information to enable them to perform efficiently and effectively so that departmental goals are achieved. To provide a professional, efficient and confidential level of service to a designated ‘principal’ at Chief Superintendent or equivalent level and enable support to the wider SMT. To act as a lead in respect of designated specialist administrative projects and developments. To provide the business and operational link between function and geographic areas and direct input into the corporate and consistent provision of administrative services across both Forces.
This includes :
Supervise, support, develop, coach and task a team of administrators. Assess current workloads and skills across the administrative team in order to ensure the most effective deployment of staff. Allocate tasks to individuals according to the skills of the team member and taking into consideration any development needs and current workload.
Ensure appropriate staff training is undertaken to provide a multi-skilled team to safeguard resilience within the department.
Line management staff locally or remotely, which may in some instances; include covering line management responsibilities of other hubs across the Alliance geographic area to offer resilience to other ASOs, including travelling to remote locations as required. Line management duties to include management of leave, sickness, welfare, discipline performance and associated matters.
Manage the designated Principal’s diary commitments to ensure that the daily schedule of work is co-ordinated effectively, categorising and prioritising workflow.
Provide day to day support and professional guidance to the SMT members on behalf of the Principal in the most appropriate manner depending on priority and business need.
Develop links across the organisation and other relevant agencies to foster good working relationships and promote the image expected on behalf of the department and/or the Force.
Be responsible for updating key departmental action plans and business plans, ensuring that actions are progressed, recorded, tracked and appropriate responses received, on behalf of the Principal.
Keep effective record-management system, which maintain the appropriate level of security and sensitivity for the material stored.
Ensure meeting papers associated with the Principal’s work are fully conversant with agenda items prior to meetings and in possession of any subsequent briefing notes to underpin their knowledge on a particular issue.
Accompany the Principal when required to meetings/conferences, providing a support service and making notes/minutes of any issues/actions required.
Progress any appropriate actions and ensure the Principal is adequately briefed in advance of such meetings.
Consider incoming telephone calls, correspondence and emails addressed to the Principal deciding on the most appropriate manner by which it should be dealt with, ensuring only relevant correspondence are filtered through to the departmental head for his/her attention or information.
As required take Forcewide responsibility on behalf of the Administrative function for specified areas and/or projects. To include reviewing, updating and implementing specific actions to contribute to the delivery of the F&R Admin Services Business Plan.
It is expected that the postholder may be required from time to time to carry out other duties that are commensurate with the grade of the post.
Essential Activities of the role
Provide customer service
Organise and record meetings
Manage and support diary events
Participate in meetings
Maintain a record management system
Provide specialist advice and knowledge
Gather information to support action
Coach and Mentor
Essential experience and specialist skills and knowledge
Excellent communication skills and experience of working with people at all levels including senior managers.
Experience of working on own initiative and unsupervised
Excellent organisational skills with experience of planning and prioritising a high volume workload.
Experience of supervising teams and individuals
Excellent IT skills are required and in particular the use of Microsoft office suite and proficiency in document layout
Essential Behavioural Competencies
Respect for race and diversity
Community and customer focus
Planning and organising
Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.