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Administrative Support Specialist
1 week ago
Job Overview
The Office Operations Manager plays a pivotal role in the smooth functioning of our organization. Reporting to the Head of Service, this individual will be responsible for managing correspondence, drafting responses, and coordinating various meetings across the team.
Key Responsibilities
- Organise and manage data requests from various stakeholders, ensuring timely dissemination and collation of information.
- Record and report incidents using NIMS, maintaining accurate records and supporting senior managers with review and analysis.
- Schedule and coordinate meetings, taking minutes and providing administrative support as required.
- Track Parliamentary Questions and Representations, liaising with public representatives and Primary Care services to ensure efficient response times.
- Manage and track financial and HR data, KPIs, and performance metrics, providing valuable insights to inform decision-making.
- Coordinate archiving and filing processes, ensuring compliance with relevant policies and procedures.
Competencies
This role requires a high level of professionalism, excellent communication skills, and the ability to work effectively in a fast-paced environment. The ideal candidate will possess:
- Strong knowledge and experience relevant to the role, including proficiency in Microsoft Office and other ICT tools.
- Able to plan and organise workload, setting realistic goals and time-scales while maintaining awareness of value for money.
- Demonstrates commitment to providing a quality service, with strong customer service skills and adaptability in a changing work environment.
- Effective numeracy skills, problem-solving abilities, and decision-making capabilities, with a focus on gathering information from diverse sources.
- Able to work independently and collaboratively, contributing to a positive team spirit and demonstrating willingness to help colleagues under pressure.
Requirements
To succeed in this role, you will need:
- Relevant qualifications and experience, aligned with the duties and responsibilities outlined above.
- Excellent written and verbal communication skills, with the ability to present information clearly and concisely.
- A proven track record of working effectively in a team environment, with a commitment to quality and continuous improvement.
