Administration Officer - Tunbridge Wells

Location: Tunbridge Wells Job Type: Full time, temporary Pay rate: £8.50-9.69ph Connect2Kent are looking for a temporary Administration Officer to work within the Adult Mental Health Social Care team in Tunbridge Wells. The team are looking for someone to provide an administrative support service to a manager, group of managers or a team, to assist in the smooth running of the service and taking a proactive role in relation to its day to day functioning. Duties: Produce all types of word processing, from handwritten and recorded sources, drafting routine correspondence on behalf of the line manager and/or other staff, and tracking responses to correspondence and other paperwork within appropriate timescales, in order to provide a reliable and high quality service to Directorate managers. 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. 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. 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. 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. Take a proactive approach in supporting and encouraging the team in environmental-friendly working as part of the County Council's Green Agenda, e.g. double-sided photocopying, switching off consoles and lights etc. Requirements: A DBS check will be required at a cost to you as you will be dealing with sensitive information and/or vulnerable adults. You will be required to register at our office in Kings Hill, West Malling if successful. Connect2Kent is an agency acting as an employment business and as an equal opportunity agency. 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 that you have been unsuccessful for this role. Close date - 05/04/2020 Connect2Staff/Connect2Kent, part of Commercial Services Trading/Kent Ltd, is an equal opportunities Employment Agency & Business and positively encourages applications from all suitably qualified and eligible candidates.