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Senior Admin Assistant HCC59671

Job Details:

Salary Range:  £18,933 - £19,941 pro rata, per annum (actual salary £12,792 - £13,473 per annum)
Work Location: Swanwick Lodge, Southampton, commutable from Fareham, Winchester, Eastleigh, Portsmouth
Hours per week: 25
Contract Type: Permanent
Closing Date: 23 May 2021
Contact details for an informal discussion: Call our Swanwick Lodge team on 01489 581913

Are you passionate about helping Hampshire’s most vulnerable young people?

 

We are looking for dedicated and compassionate staff to join our workforce at Swanwick Lodge, a secure children’s home in the heart of Hampshire. Swanwick Lodge accommodates up to 16 young people aged 11-17 who have been placed in a secure residential setting for their own safety and wellbeing. We provide full care, education and healthcare for young people in line with the 'Secure Stairs'model of care.

We will ask you to work as part of a team to provide an excellent level of administration provision that will contribute and help the home to support the young people in our care. Included within this vital role is working with data via excel spreadsheets, minutes, procurement, invoicing and assisting with recruitment and HR processes.   You’ll be undertaking work which is confidential, demanding and at times, emotionally challenging but always rewarding, which requires a sensitive and flexible approach.

You can either apply using the application form below or by sending your CV

If you would like more information, please do not hesitate to call 01489 581913 for an informal discussion.
 

What does a typical day look like?

 

As a Senior Administration Assistant at Swanwick Lodge, your main responsibilities will include:
•    Develop and implement a comprehensive, effective and efficient administrative support service to meet business requirements.
•    Use tact and diplomacy to ensure queries are dealt with effectively, referring them to the correct person where appropriate. 
•    Maintain a high standard of customer service, ensuring that customers are treated with respect and in accordance with HCC’s equalities policy.
•    Ensure information is up-to-date; and maintain information spreadsheets,
•    Take minutes meetings, including Young People’s meetings.
•    Manage contract signing process and invoicing process.
•    Assist in the input of IBC orders as requested by the Administration Officer.
•    General stationary management and orders.
•    Maintaining effective management information systems including excel spreadsheets.
•    Assist in the financial administration of the unit including procurement and petty cash.
•    Word processing of routine correspondence, report’s etc as required.
•    Provide reception cover when needed.
•    Meet stringent deadlines in respect of handling documentation.
•    Undertake training, with the team as required.
 

What do you need from me?

 

Essential skills, knowledge and experience:
•    Good IT knowledge of systems including Outlook, Microsoft Word and Excel.
•    Diplomatic and sensitive approach to callers, some who may be irate or distressed.
•    Experience of a reception environment and/or customer service role.
•    Previous general administrative experience.
•    Well-developed analytical skills to assess and prioritise levels of urgency.
•    Effective communication skills at all levels.
•    The ability to be confident and assertive in an appropriate manner, whilst remaining calm under pressure and prioritising situations whilst multi-tasking.
•    The ability to work alone and as part of a team and understand the need for contribution and flexibility.
•    Ability to recognise signs of stress in self and others and respond appropriately.
•    Ability to use initiative to solve day-to-day problems as they arise within given parameters.

 

Desirable Knowledge, Skills and Experience:
•    Experience of switchboard and reception environment
•    Experience of providing excellent customer service.
•    Experience of working in a secure setting.
•    Understanding HCC IT systems.

Working Conditions:

•    Use of Display Screen Equipment (DSE)
•    Potential verbal and/or physical aggression from residents                 
•    Manual handling of items over 15 kg and people on less than a daily basis
 

Vetting Requirements:

This post is subject to a Criminal Records Check. As such please note, we will take up references prior to interview.

 

Hampshire County Council is committed to safeguarding and promoting the welfare of children, young people and adults. We expect all employees, workers and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment.

 

In order to combat discrimination, no unnecessary conditions or requirements will be applied which could have a disproportionately adverse effect on any one group. All sections of the population will have equal access to jobs. No applicant or employee will receive less favourable treatment because of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership and pregnancy or maternity, unless a Genuine Occupational Requirement (GOR) applies.

 

We are a Disability Confident Employer – committed to ensuring that our recruitment and selection process is inclusive and accessible.

 

 


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