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Unfortunately the close date for this position has now passed.

Job Summary for Senior Administrative Assistant

Directorate: Adult, Community and Housing Services, Community Team, Learning Disabilities 
Salary: 16,137 - 17,985 (Scale 4 SCP18 - SCP 21) 
Job Summary: (37 hours weekly) - We require a self-motivated, team-orientated individual with supervisory experience to support and organise admin staff based across various sites. You must have excellent communication and ICT skills, be able to co-ordinate, participate in and supervise the day to day operation of the admin support and have the ability to organise your own workload and that of others to meet deadlines, team objectives and performance targets.

Informal enquiries to Donna Greenland/Sarah Randle, Admin Managers (CTLD) on 01384 813290.donna.greenland@dudley.gov.uk., sarah.randle@dudley.gov.uk 
Closing Date: 4/9/2007 
Vacancy ID: 243L/SD 
For an informal discussion please contact:  
Additional Information: http://www.dudley.gov.uk/jobs-and-careers/a-career-in-social-services
Aiming for Excellence - Leadership and Management in Dudley 
Application Form: If you do not wish to apply online please use the below contact details to request an application form in the post.

DACHS, Human Resources Section, Ednam House, St James’s Road, Dudley, DY1 3JJ.
01384 813129 (answer machine - please quote relevant post ref no.). Minicom No. 01384 813166.

Job Description for Senior Administrative Assistant

Reports to: Administrative Manager 
Responsible for:  
Main Purpose: To take a lead responsibility in supporting Senior Managers and Service Team managers within the Division. This will include co-ordinating, participating in and managing the operation of a continuous administration function centrally and within a specified area. 
Main Activities: This accountability list covers the major areas for which the post holder is responsible. Key accountabilities are common to all Senior Administrative Assistants within the Division. Accountability areas are further developed through the Employee Development Interview, Business Plan discussion and supervisory meetings.

1. To create and maintain effective working relationships through the provision of a customer focused service.

2 To provide formal and informal supervision to team staff.

3 To recruit and select staff in liaison with respective managers.

4 To participate in the administration of disciplinary and grievance issues as appropriate.

5 To undertake the induction and assist in the probation of new administrative staff.

6 To ensure the maintenance of departmental and divisional computerised and manual systems.

7 To support, develop and assess service area administrative staff to ensure that consistent and professional standards of practice are developed and maintained equipping staff to cope with changing demands and new tasks.

8 To contribute towards the successful implementation and completion of identified projects in a lead or supporting role.

9 To assist with the monitoring and evaluation of budgets ensuring that statistical information and financial records are produced accordingly and in compliance with the Finance and Administration Procedures Manual.

10 To promote and maintain effective communication and the development of working relationships with professionals, colleagues and members of the public.

11 To work collaboratively and contribute towards the representation of the division at departmental and corporate meetings as appropriate.

12 To assist with the monitoring of effectiveness of systems, processes and policies used within the team to ensure that appropriate legislation is being complied with.

13 To provide support for meetings; including agenda preparation and distribution, venue/equipment/facility booking and to record and produce minutes in an agreed format.

14 To chair service area administrative staff meetings where appropriate.

15 To make effective use of information technology in the delivery of the service, including the relevant exploitation of the Internet.

16 To participate in the Supervision and Employee Development Interview processes with a commitment to continuous professional development.

17 To comply with divisional, departmental, corporate policies and procedures and the Council Constitution.

18 Demonstrate a commitment to and ensure compliance with DMBC Equal Opportunities Policy.

19 To ensure that confidentiality and data protection requirements are maintained and adhered to.

20 To ensure the maintenance of a healthy, safe and secure working environment through ensuring compliance with health and safety requirements.

21 To undertake any other duties commensurate to the post.

22 Deputise for the Administration Manager as appropriate.

Specific Action Areas:

To ensure provision of a continuous, comprehensive administrative support service to respective senior managers;

To undertake the supervision of identified administrative staff and manage the day-to-day workload;

To provide advice and support to unit managers and administrative staff as appropriate to the level of the post;

Train staff in the use of local systems and procedures;

Work collaboratively with Learning Disability Support Team colleagues to ensure delivery of a continuous service;

To deputise for the Administration Manager as appropriate;

Ensure service area compliance with DMBC Policies, Procedures and Corporate Constitution.

Special Conditions:  
Car Allowance:  

Person Specification for Senior Administrative Assistant

Experience: Experience of working co-operatively and flexibly in team settings and on own initiative.

Experience of co-ordinating and supporting groups of people to meet agreed objectives.

Supervision of staff.

Qualifications or Training: Good standard of education/training demonstrated by the following:3 GCSEs or equivalent – including English and Maths.

RSA Stage II Typing (or equivalent)

Skilled in the use of in Microsoft Office I.T. Products.

NVQ Level 3 Business Administration,D32/33 Assessor – or willingness to study for.

Commitment to undertake appropriate training and development.
Practical Skills: Good, accurate, keyboard skills.

Clear communication, one to one, written, in groups and formal settings.

Literate and Numerate.

Able to prioritise workload.

Working knowledge of current IT systems and packages (including Microsoft IT Packages).

Awareness of financial responsibilities within large organisations.

Personal Qualities & Attributes: Concern for accuracy.

Flexible and adaptable.

Able to work under pressure and meet deadlines.