Administrative Duties
* Managing stock processes
* Responsible for senior manager's diaries and email, and taking further actions as directed as
appropriate.
* Manage the organisation of events, trips and related administration; ensuring insurance
arrangements are made.
* Liaise with Democratic Services to provide reports for meetings, ensuring deadlines
are met
* Collation of annual reports, strategies and plans.
* Completion of statutory returns e.g. forms for DfES, Area Health, etc
* Co-ordinating the content for publications and liaising with external publishers as
necessary
* Maintain registers for e.g. annual license reviews and ensure renewal and, where
appropriate renegotiate.
* May act as Personal assistant to senior managers including dealing with highly confidential
and sensitive issues.
Financial Duties
* Year end procedure
* Responsible and accountable for petty cash where referral to senior manager is only for
approval on individual spending items and where the post holder is in overall control
* Responsible for cheque book(s)
* Preparation of orders and identification of budget codes
* Maintain income and expenditure accounts
* Prepare accounts for audit inspection
* Monitor travel claims and process for payment
* Responsible for reconciling bank statements monthly for appropriate accounts
* Safe key holder
Employee Support Duties
* Liaise with the relevant HR team as appropriate i.e. with respect to the recruitment process
and for providing basic advice on HR policies.
* Create, maintain and update confidential staff files.
* Record staff absences as appropriate.
* Arrange temp / casual cover as required and process claim forms as necessary.
* Responsible for ascertaining cover requirements in support areas - reception, executive
secretariat and arranging that cover, in conjunction with the appropriate line manager where
appropriate.
* Process timesheets for payment of temp/casual cover
* Monitor sickness and holiday and complete / authorise timesheets as appropriate
* Deliver training to others as directed
Staff Supervision
* May supervise identified groups of staff and assist with the assessment
and development of their training needs when required.
Data Management
* Responsible for the management of significant information management systems
* Responsible and accountable for producing appropriate data for analysis
* Produce statistical information
Buildings and Estates Duties
Co-ordinate hiring process of premises in accordance with policy applicable to the Directorate
General
* Be aware of and comply with divisional and directorate policies and procedures relating to,
health and safety, security, confidentiality data protection, child protection and vulnerable
adults. Reporting all concerns to the appropriate person.
* Contribute to the overall ethos/work/aims of the division, directorate and the Council.
* Participate in training, other learning activities and performance development as
required.
* Attend and participate in meetings as required.
* Any other duties commensurate with the duties/responsibilities/grade of the post
* All staff will be expected to accept reasonable flexibility in working arrangements and the
allocation of duties including duties normally allocated to posts at a lower responsibility
level, in pursuance of divisional , directorate and council objectives, and effective team
working.
Special Conditions
The exact focus of the role will be decided at divisional level and will take into account the needs of
the division, directorate and council, and the development needs of the member of staff.
Connect2Dudley is a trading style of Dudley & Kent Commercial Services LTD - A joint venture between Dudley Metropolitan Council & Commercial Services Kent Ltd. Connect2Dudley is an equal opportunities Employment Agency & Business. It positively encourages applications from all suitably qualified and eligible candidates
Salary description
£13.69 - £17.90 per hour