Job Category : Administration
Location : County Hall, Chichester, West Sussex County Council
Hours Per Week : 37.00
Start Date : Immediate Start
Start Time : 09:00
End Time : 17:30
*SEEKING IMMEDIATE START – Must have Enhanced DBS*
Pay Rate: £13.69/hr (Grade 6)
Working pattern: Full time
Working arrangement : Mainly work from home (JD says hybrid with travel expected, but substantive post hold works pretty much full time from home)
Length of contract: Initially 6 months, but has potential to extend for 9 or 12 months, depending on post holder’s maternity leave
The successful candidate will require the following:
• Needs to be resilient and able to manage exposure to complex and sometimes distressing information about customer situations (both adult and children)
• Must be able to take minutes to a high standard
• Will be able to work to tight deadlines and be autonomous when managing the panels
• Needs to be confident working with a range of professionals
About the role:
The role of an Embedded Senior Coordinator is to provide a self-directed, proactive, and confidential administrative and professional support service to the Assistant Director (Adult Operations) and senior managers, within the Adult Social Care Directorate.
This will include administration for various panels, note taking for a range of customer based and internal management meetings, management of spreadsheets and data and provision of a diary management function.
Key Skills:
1. Exceptional organisational and time management skills to plan, prioritise and
multi-task, managing competing and complex requests for information from
colleagues, senior management, Assistant Director and the public.
2. Ability to manage and prioritise workloads efficiently, able to organise and
manage self to meet deadlines, be self-aware and able to respond
constructively to situations, balancing competing demands and recognising
when to seek help appropriately. To take responsibility for own performance
and to be proactive in relation to own work and professional development.
3. Ability to organise and co-ordinate complex meetings and panels, provide
comprehensive minutes for these, collate updates, and take forward arising
actions.
4. Effective and proactive diary management, (re)prioritisation and booking of
meetings, events etc, liaison with colleagues, partners, and customers to
manage expectations effectively and provide a positive interaction with/for
the Assistant Director(s) and Directorate.
5. Ability to communicate effectively and professionally, verbally and in writing,
with Senior Management, Programme Management Office and public.
6. Ability to provide guidance and advice to all enquiries in a timely manner.
Taking ownership of enquiries and providing proactive feedback on progress
and outcomes ensuring contacts are escalated if appropriate.
7. Ability to anticipate any arising issues, including those effecting deadlines and
resolve and share these.
Qualifications and/or experience:
• NVQ 3 in Business Administration, or equivalent administrative experience.
• GCSEs in English Language and Mathematics (9-4 or A-C), or equivalent
qualifications, or equivalent experience of demonstrating that level of literacy
and numeracy.
Demonstrable experience of working in a demanding administrative role with
senior level staff and members of the public.
• Proven experience of managing and processing invoices and maintaining
accurate financial data spreadsheets to support payments by account
process.
• Proven experience of working with office systems and procedures, including
organising and arranging meetings, coordinating calendars, booking meeting
rooms and sending out papers and agendas.
• Awareness of Data Protection and confidentiality requirements.
• Proven experience of handling sensitive, highly confidential and sometimes
distressing, customer related information.
• Proven experience of working in a health or social care environment –
Desirable
• Proficient in the use of Microsoft Outlook, Word, Excel and PowerPoint.