The Senior Organisational Support Officer will implement and maintain efficient and effective administrative, reception and secretarial service to all CNC Divisions, utilising business processes, systems, and technology. Plan and oversee duty rotas to ensure effective reception cover including out of hours. Manage and monitor performance of the administration team.
The Operational Support Team provides efficient and effective support service to CNC Divisions, utilising business processes and systems. Ensuring best value for money is achieved, and resources are utilised to optimum effect, whilst cognisant of budget constraints parameters. Being first point of contact for support related enquiries, possessing in depth knowledge of the organisation and processes paired with the ability to work with internal and external stakeholders at all levels.
1. Manage the delivery of administration functions through the provision of effective, timely and professional customer service across the full range of support activities. Ensuring processes are aligned.
2. Plan and implement shift and duty rotas for staff.
3. Ensure team adhere to the core deliverables and specialism contained within the team’s job descriptions.
4. Onboard, train and mentor new staff members and ensure continued development of substantive teams, recognising and developing talent within the teams.
5. Liaise with and advise local managers and other managers who require administrative support, ensuring common processes and procedures are maintained across all Administration functions in conjunction with the Operational Support Managers
6. Manage and maintain systems and processes support functions to ensure efficient management, planning and the co-ordination and delivery of support services.
7. Oversee the operation and maintenance of impactive communications and security systems
8. Have in depth technical knowledge, related to support services and wider supported roles.
9. Responsible for allocation and supervision of support team resources to support training, estates, management, and meetings.
10. Oversee efficient administration and co-ordination of internal and external meetings, including venue, catering, equipment booking, preparation of course paperwork.
11. Manage change within the team and assigned departments acting as Change Manager when required.
12. Plan and implement duty rotas to ensure sufficient staffing to provide effective and professional administrative services and ensure cover during staff shortfalls.
13. Liaise with internal and external service providers, including stakeholders and Audit Team to ensure quality and resolve issues.
14. Support the Operational Support Manager with procurement processes and oversee procurement for goods and services identifying and implementing efficiencies where possible.
15. Assist in the drafting of departmental budgets and continued oversight of spending to budget and compilation of month end details in partnership with finance teams.
16. Ensure that the Administration team provide accurate data to allow management to extract information for financial forecasting and control of purchase orders and invoices.
17. Booking and management of meeting rooms and efficient co-ordination of conferencing facility.
18. Confident IT user; with the ability to manipulate, analyse and interpret reports
19. Minute taking at high level meetings
20. Experienced within an organisational support position with team leadership/management
21. Able to manage challenging behaviour and situations
22. Ability to manage workloads and challenge, when necessary, other functional heads
23. Able to make and influence decisions pertaining to area of specialism
24. Able to initiate, plan, and deliver successful change