Management Support Officer

About the job Management Support Officer

MAIN PURPOSE OF THE JOB:

Carry out a variety of business support functions effectively and efficiently in order to ensure that the aims and objectives of the Head of Service are fully achieved.

MAIN RESPONSIBILITIES:

• Work closely and individually with the Head of Service to enable him/her to make the best use of his/her time by dealing with the administrative and secretarial tasks.
• Be the first link between the Head of Service and people inside and outside the organization and at all levels.
• Screen telephone calls, inquiries and requests and decide on the appropriate action to be taken.
• Manage and keep the Head of Service's diary and organize appointments, ensuring there is enough time to prepare for the meetings and allow enough travel time.
• Dealing with the mail that comes into the Head of Service's office delegating tasks where appropriate and starting to take follow-up actions as required.
• Ensure that relevant and timely information is available to the Head of Service to (g) enable him to prepare well for meetings. Work proactively to ensure that all papers and correspondence are available to him/her in good time before any meeting.
• Dealing with incoming emails, faxes and letters, drafting responses and working proactively to seek answers for the purposes of monitoring the mail.
• Organizing attendance at external events e.g. meetings, conferences, arranging all travel and accommodation and providing a comprehensive timetable for the Head of Service.
• Devise and maintain office systems to support the efficient operation of the Head of Service's office e.g. filing papers, managing data.
• Provide administrative support for the site's fund car scheme.
• Carry out any other duties that it is reasonable for the Head of Service to ask you to carry out from time to time.
• Take notes/minutes in meetings as required by the Head of Service or managers.
• Organize meetings and ensure that reports are brought forward in a timely manner for review.
• Process creditor and debtor payments for the Business Support unit to ensure that the departments comply with the financial regulations and performance targets.
• Ensure that effective arrangements are made for ordering the Department's fund cars, and that all documents relating to these vehicles are kept.
• Supply during absence according to your line manager's requirements.
• Carry out any reasonable request from your line manager in the department.