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Early Professional Development Support Officer OCC6735

Job Details:

 

Salary Range: £21,074 - £23,111 pro-rata, per annum (actual salary £12,530 -  £13,741 per annum)

Work Location: County Hall, Oxford

Hours per week: 22

Contract type: Permanent

Closing date: 12 December 2018

 

Contact details for an informal discussion: 

Tineke March, Early Professional Development Manager on 07557 082589

Advert Text:

 

Do you have good IT, finance and communication skills? Are you organised, flexible and committed to excellent teamwork and customer service? If the answer is yes, we are offering a part time (22 hours) opportunity within the Social Work Early Professional Development Team and are looking for someone like you.

 

The SW EPD Team supports social workers in the early stages of their careers offering student placements and CPD activities in the first two years after qualification. We also manage the Assessed and Supported Year in Employment (ASYE) for social workers in their first social work post.

 

We need an enthusiastic person to help with general office and finance administration and with communications to our stakeholders. Your main tasks will be raising invoices and purchase orders, registering candidates and tracking progress, helping to maintain our online information and supporting our team. You will be able to work independently, have good attention to detail and be able to complete routine tasks to a consistently high standard. Good general IT skills are required and experience with IBC systems. The ability to communicate effectively within the team and to deliver an excellent service to our customers is essential.

 

We offer a supportive environment with flexible working arrangements. If you would like further information or have any questions, please don’t hesitate to contact Tineke March on Tineke.march@oxfordshire.gov.uk

Job Purpose:

 

Enable the directorates to deliver integrated, customer focused services by:

  • Working co-operatively, as part of a team to provide a flexible, efficient and effective administrative support service to staff based in a specialist team who may not work from one office
  • Proactively liaising with colleagues to provide constant and consistent services, streamline practices and help prevent excessive workload peaks
  • Developing detailed knowledge, skills and expertise in at least one designated, complex service area(s) to support the directorates to meet statutory requirements and meet local priority needs

 

The post holder is responsible for ensuring that all County Safeguarding and Child/ Vulnerable Adult Protection policies are adhered to and concerns are raised in accordance with these policies.

Role Responsibilities:

 

Office and team support

  • Act as a first point of contact for the service, including enquiries which may be emotive, distressing and complex in nature; assessing the nature and urgency of the call and responding or referring to senior officers (e.g. Duty Officers, managers) as appropriate
  • Process and respond promptly to incoming communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary
  • Look up information to answer complex queries, including requests for statistical information, from internal and external customers. This could involve talking to people on the phone, using the internet/intranet and social media, as well as internal systems and excel spread sheets
  • Produce and maintain a range of documents including letters/emails, excel spread sheets, briefings, newsletters, summaries of key messages/actions and presentations to a good standard by the required deadline
  • Collect, process and input data into the County Council’s information management systems and databases and those of external agencies as required (e.g. DfE, Skills for Care and IBC portals, spread sheets etc.) ensuring accuracy and security of data and compliance with statutory requirements
  • Use electronic and manual filing systems with due regard to security and confidentiality
  • Maintain diaries, appointment systems, scheduling and arranging meetings including managing agendas and forward planning on a daily basis. This may include attending meetings which may take place outside normal working hours (Time Off in Lieu will apply)
  • Co-ordinate events and/ or workshops to timescale on behalf of the Joint Commissioning service for Social and Community Services and Children, Education and Families. Event co-ordination will include organising invitations, venues, registration, catering, facilities and preparing materials in a variety of formats for different audiences to support the event e.g. IT, film/ photography in collaboration with communications colleagues and the service commissioning the event
  • Maintain record-keeping systems for recording and monitoring service processes and provide regular summary reports to Operational Staff and 
  • Managers to ensure that relevant updates and reviews take place in a timely fashion
  • Develop and maintain up to date information about the service including on the intranet, internet, stationery and internal and external publications 
  • Undertake general clerical and administrative tasks to support the service as required (e.g. post processes, photocopying, scanning) 
  • Pro-actively ensure a positive promotion of equalities, valuing diversity and anti-discriminatory practice

 

Financial support

  • Process financial tasks within the team including e-procurement, receipting of goods, processing invoices and Imprest/petty cash
  • Investigate variations and carry out research to provide budgetary and statistical information using available systems
  • Administer grants, payments and transactions (e.g. employee claim forms)

.

Leadership and Teamwork: be an effective team member by

  • Supporting the recruitment, induction, supervision and learning of others as required
  • Providing cover for colleagues during periods of annual leave and absence from the office
  • Applying your knowledge and feedback from others to contribute to service improvement
  • Attending and participating in meetings as required to support the needs of the service including taking a lead role as ‘champion’ for a service process, system or development area
  • Undertaking such other duties as may reasonably be required of you commensurate with your grade and as required to support the business including maintaining business continuity and during civil emergencies

 

General accountabilities

  • Comply with individual responsibilities for health and safety in the workplace including taking action to reduce the risk to self and others and contributing to the maintenance of a health and safe working environment
  • Assist in ensuring the health, safety and welfare of staff and visitors
  • Ensure that all duties and services are provided in accordance with the County Councils standards, policies and procedures and that any concerns are raised in accordance with these policies

 

Role specific

  • Understand the core business of the team/directorates and contribute to its development
  • Develop the necessary skills and knowledge to be flexible in support of the development of the directorates and the wider organisation
  • As appropriate:

a. Use specialist knowledge including knowledge of external agencies and
partners to respond to client and colleague enquiries and requests for information using specialist knowledge of your service area
b. Make written records of emotive and complex meetings ensuring key points are accurately minuted to high standards of accuracy and presentation and approved papers are distributed to designated deadlines
c. Undertake specialist searches of information management and other systems to provide detailed statistical information and create electronic (or manual if appropriate) client files

Role Requirements:

 

ESSENTIAL

 

Educational achievements, Qualifications, Training and Knowledge:

  • English Language and Mathematics GCSE Grade C or above, or equivalent, or comparable ability
  • Knowledge of IT systems

 

Experience:

  • Proven administrative experience preferably in a specialist service area
  • Experience of working confidently with financial transactions and the IBC systems
  • Proven front line service (visitor/telephone) experience
  • Proven ability to work effectively to deadlines
  • Experience and regular use of Microsoft Office applications and the Internet, to at least an Intermediate level
  • Experience of handling data and statistics
  • Experience of inputting and retrieving data from ICT based record systems Information research, retrieval and collation using internet/web based systems

 

Job related aptitude and skills:

  • Ability to communicate complex issues effectively by telephone, in writing, by e-mail and in person
  • Ability to handle challenging and sometimes emotional situations and customers
  • Methodical and organised approach to tasks, with an eye for detail
  • Able to clearly prioritise
  • Able to make good use of information when making decisions
  • Ability to work calmly under pressure prioritising competing demands effectively
  • Independent working, initiative, flexibility and ability to handle change
  • Ability to produce accurate summaries of meetings, events and conversations
  • Ability to attend work regularly and on time

 

Personal qualities:

  • Commitment to providing good customer service with a drive for continuous improvement
  • A 'can do' problem solving approach
  • Ability to listen to others and to negotiate
  • Commitment to continuous personal development
  • Ability to work alone, as well as working co-operatively as a team member

 

Equal Opportunities:

  • Commitment to, and understanding of, the principles of Equal Opportunities for all, in employment and the delivery of services

 

DESIRABLE

 

Educational achievements, Qualifications, Training and Knowledge:

  • NVQ2 or higher in Administration
  • ILM2 or equivalent

 

Our Organisation 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.

As a Disability Confident employer we guarantee an interview for disabled applicants who meet the essential criteria for the job. We also guarantee interviews to care leavers who have completed further education and who meet the essential criteria for the job. For those leaving care without any further education we guarantee an interview for our apprenticeships. 

All posts, unless stated otherwise, are open to part time working and job share arrangements.


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