Administration Officer

6 months contract with a West Sussex based Local Authority

Job Summary:

This role falls within the Highways Transport and Planning (HTP) Directorate.

Reporting to a Team Leader you will provide a customer focused and efficient administrative service prioritising your daily tasks in accordance with team requirements and service objectives.

You will be responsible for delivering a range of administrative tasks to a high standard of quality within agreed timescales. These are likely to include such tasks as organising large scale events and meetings coordinating statutory panels collating and presenting information in a clear format preparing reports and agendas producing accurate meeting minutes and spreadsheets email inbox management fulfilling statutory requests completing complex correspondence and documentation financial administration and updating websites and council IT systems in order to support service delivery.

Key Duties/Accountabilities:

Delivers timely and efficient specialist administrative support to a team or across teams with an awareness of team requirements and priorities.

Communicates with and develops good working relationships with relevant managers and colleagues in order to deliver an effective service.

Prioritises own day to day work working with colleagues to deliver objectives and a customer focussed service.

Manages incoming email boxes and updates websites.

Produces complex accurate factually and grammatically correct documentation correspondence and reports.

Organises large events and meetings ensuring reports are completed and provided. Responsible for fulfilling relevant statutory requests and reports.

Responsibility for processing and / or raising Purchase Orders and invoicing and other relevant financial administration.

Updates and maintains relevant computerised and manual records relating to the service appropriately and accurately.

Refers complex or technical queries and those unrelated to the service appropriately working under guidance on unusual or difficult problems.

Follows procedures and processes to respond independently to daytoday telephone email and written queries including using initiative to resolve unexpected problems where necessary.

Appropriate and careful daily handling of confidential and sometimes sensitive or personal financial or other related information relating to the service.

Essential Experience Required:

Excellent communication skills for answering telephone email and facetoface queries effectively communicating with staff and customers.

Clear and effective written communication skills to produce accurate meeting minutes write nonstandard correspondence documentation and reports present data and financial information and to write and respond to emails appropriately demonstrating accuracy and attention to detail.

Good numeracy skills in order to work with figures and data to make sound and accurate financial calculations and data collection working methodically.

Good analytical and problemsolving skills to analyse specialist information and draw practical conclusions and appropriate actions with an understanding of relevant policies and procedures.

Ability to identify the most efficient and effective ways of working embrace change and adapt to changing situations and new ways of working positively and effectively including the ability to learn new systems and processes.

Excellent IT skills enabling effective daily use of office applications such as Microsoft Outlook Teams Word and Excel.

Essential Qualifications Required:

4 GCSEs with AC / 49 passes including Maths and English or equivalent qualification or experience demonstrating that level of numeracy and literacy.

Additional information to note:

Pay Grade 5.

Working arrangements Full time Monday to Friday.

Office location County Hall Northleigh Chichester. (You may be asked to work at a designated office provide support remotely or work flexibly across WSCC office hubs dependent on service needs).

The closing date for this position is ASAP.