Connect2Kent are looking for a full time temporary Admin Officer to work in a busy, fast paced office dealing with very sensitive and confidential information.
A good understanding of foster care, legal, social and/or adoption would be desirable. Working in sensitive environment is also beneficial.

Main duties and responsibilities:

• Produce all types of word processing, from handwritten and recorded sources, drafting routine correspondence on behalf of the line manager and/or other staff.

• Act as the main point of contact for the Unit/section, investigating complex queries and simple complaints, assessing the nature of telephone calls, referring them to the appropriate person without referral to the line manager where possible, and receiving visitors in a courteous, prompt and efficient manner, in order to ensure that staff, service users and members of the public who contact the Unit are dealt with efficiently and consistently.

• Develop, maintain and monitor all office systems, including the database and filing systems, both computerised and manual, checking that key documents are included and pursuing any missing documents, to ensure that systems are adapted to improve effectiveness in line with the company's Record Retention Policy, data protection and freedom of information protocols.

• Support the day to day clerical and administrative functions of the team/service, in particular the induction and supervision of Level 1 and 2 administrative staff, in addition to the monitoring of emails and telephone messages for appropriate team members, stationery ordering and the processing of mail etc, in order to facilitate the smooth running of the team.

• Arrange and coordinate appointments and meetings on behalf of the line manager and other staff within the Unit, including large gatherings such as seminars involving external agencies and speakers, dispatching the relevant documents and taking minutes where required, to ensure that the whole process runs smoothly and that any action points are followed up at the end of the meeting.

• Update, modify and retrieve data on both manual and computerised systems, preparing standard and non-standard reports, cross checking data held on different systems to ensure accuracy and developing new systems to meet information needs in order to provide accurate and reliable information, on which management decisions can be made.

• Administer personnel procedures on behalf of the line manager/team, including diary management, and the recording and monitoring of annual leave, sickness absence and travelling expense forms, and support in the recruitment, selection and induction of staff, resolving issues and seeking guidance on more complex issues, in order to inform the preparation of rotas and workforce planning, and to assist the manager with line management issues.

• Process, maintain and monitor financial records relating to expenditure and income, including the preparation of invoices for payment, processing charges and monitoring expenditure against budgets, as well as the administration of petty cash, identifying and investigating anomalies and proposing solutions on behalf of the line manager, in order to ensure that financial information and procedures relating to the team are accurate, up to date and in accordance with finance regulations and Directorate procedures.

• Support managers and practitioner staff with client care issues, including arranging transport for clients, taking and recording referrals, making routine bookings and ordering routine equipment for clients, undertaking basic research using the internet, making up client files and chasing actions, in order to enable the manager to progress professional staff care issues.

A Basic Disclosure check is required for this position at a cost of £25.

Candidates will be required to register with us initially and will complete skills and data protection tests prior to registration.

DUE TO THE URGENT NATURE OF THIS POSITION, PLEASE RESPOND TO THIS ADVERT ONLINE IN THE FIRST INSTANCE.
IF YOU DO NOT HEAR FROM US WITHIN 48 HOURS PLEASE ASSUME YOU HAVE BEEN UNSUCCESSFUL FOR THIS ROLE.
Connect2Kent is an agency acting as an employment business and as an equal opportunity agency.

Closing date is 14/07/15