Administrator/Notetaker

West Sussex County Council; Littlehampton; Hybrid; GBP 27,000 - 28,000; Full time

Job summary

West Sussex County Council is seeking a proactive administrator for a hybrid role based in Littlehampton. You will deliver a broad range of admin tasks, from data entry and handling signposting at receptions to coordinating meetings and maintaining case notes in Mosaic.

Applicants should have at least 4 GCSEs including Maths and English, strong IT skills, and experience in an office environment. Desirable knowledge of Mosaic or SAP will help.

Qualifications

• 4 GCSEs with A-C / 4-9 passes including Maths and English, or equivalent qualification or experience.
• Sound and accurate overall IT knowledge and experience in using Microsoft Office including Word, Excel and Teams.
• Experience of working in an office environment.
• Some knowledge and technical skills in the use of major computerised systems (for example, SAP or Mosaic) – Desirable

Responsibilities

• Data entry, welcoming and signposting the public visiting council receptions, uploading, copy documents and recording case notes on Mosaic.
• Arranging meetings (both virtually and in person), sending agendas, collating information, updating spreadsheets, ordering stationery, procurement tasks.
• Supporting staff with logging IT issues, arranging new starters IT kit and supporting leavers.
• Note taking at complex meetings, arranging large scale events and meetings, coordinating statutory panels, and producing reports and meeting minutes.

Skills

Excellent IT skills

Good communication

Numeracy

Analytical skills

Teamwork

Education

GCSEs including Maths and English

Tools

Mosaic

SAP

Job description

About us

West Sussex County Council is a diverse organisation that provides services to more than 850,000 residents. As an employer we recognise that it is our employees that are central to everything we do. We aim to create a supportive and dynamic working environment where employees can achieve their full potential, achieve a healthy work-life balance and are rewarded for the work they do.

About the job

Salary: £27,274 to £27,709 per annum

Working Pattern: Full time, 37 hours per week

Contract Type: Permanent

Location: Littlehampton & Adur office base with hybrid working

Reporting to a Service Manager, you will provide a customer focused and efficient administrative service, prioritising your daily tasks in accordance with team requirements and service objectives.

We are looking for a great team player who can build and maintain good working relationships and who can communicate well in English, both verbally and in writing. You will be organised, able to prioritise work and deliver on deadlines.

You will be responsible for delivering a range of administrative tasks to a high standard of quality within agreed timescales. These are likely to include tasks such as data entry, welcoming and signposting the public visiting council receptions, uploading, copy documents and recording case note on Mosaic system, arranging meetings (both virtually and in person), sending agendas, collating information, updating spreadsheets, ordering stationery, procurement tasks, supporting staff members with logging IT issues, arranging new starters IT kit and supporting leavers.

Some of these opportunities will also include tasks such as note taking at complex (often sensitive and/or confidential) meetings, arranging large scale events and meetings, co-ordinating statutory panels, collating and presenting information in a clear format, preparing reports and agendas, producing accurate meeting minutes and spreadsheets, and updating council IT systems in order to support service delivery.

Key Skills (these are the short listing criteria so please cover within your application)

• Good communication skills for answering telephone, email and face-to-face queries effectively, communicating with staff, providers and customers.
• Clear and effective written communication skills to produce accurate meeting minutes, write non-standard correspondence and reports, present data and financial information, and to write and respond to emails appropriately.
• Good numeracy skills in order to work with figures and data to make sound and accurate financial calculations and data collection, working methodically.
• Good analytical and problem-solving skills to analyse specialist information and draw practical conclusions and appropriate actions with an understanding of relevant policies and procedures.
• Ability to identify the most efficient and effective ways of working, embrace change and adapt to changing situations and new ways of working positively and effectively, including the ability to learn new systems and processes.
• Excellent IT skills enabling effective daily use of office applications such as Microsoft Outlook, Teams, Word and Excel.

Qualifications and/or experience

• 4 GCSEs with A-C / 4-9 passes including Maths and English, or equivalent qualification or experience demonstrating that level of numeracy and literacy.
• Relevant technical knowledge of procedures and practices associated with delivering an administrative service.
• Sound and accurate overall IT knowledge and experience in using Microsoft Office including Word, Excel and Teams.
• Experience of working in an office environment.
• Some knowledge and technical skills in the use of major computerised systems (for example, SAP or Mosaic) – Desirable

Further information

For an informal conversation or for further information regarding the role, please contact Emiliya Milanova (Service Manager) at [e-mail]. For issues or queries regarding your application please contact [e-mail].

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. This post is subject to an enhanced DBS check, 5 years referencing and a health check.