Project and Office Support Assistant

PLEASE NOTE:

Whilst the job title is Project and Office Support, this is very much an administrative/secretarial role and not a project management role.

To help provide a welcoming and professional administrative service to the Cornwall IT Services Department.

To provide a single point of communication for all CITS staff when they are out of their offices or otherwise unavailable.

Organising and arranging meetings (including equipment), sometimes with external customers such as suppliers, representatives from companies, NHS colleagues from other organisations.

Accurately reproduce minutes and actions logs from meetings.

Organising travel and accommodation.

Managing parking permits for staff and visitors.

Arranging training sessions for staff.

Use Bookwise to manage room bookings.

Managing and planning for the capital and departmental project board meetings (Agenda, minutes, action list, appendices etc).

Updating the Healthroster system for staff absences, entitlements and on call duties.

Maintain the personnel files of staff working in CITS, in a secure environment, keeping track when they are moved from the department.

Supporting Managers in staff absence processes such as Maternity/Paternity/Long Term Sickness.

Support Managers in the production of personnel documentation such as Contract Amendment Forms and personnel files.

Assisting in facilitating the FOI process for the department.

Ordering and maintaining stock control for the department, using available IT such as Unit 4.

Log estates issues when requested via the MICAD system.

• GCSE English and Maths minimum grade C or equivalent
• NVQ 4 Business Administration or equivalent practical experience
• OCR Level 3 Typing or equivalent

• Practical knowledge and experience of working in a busy office environment
• Practical experience of administering meetings, including taking minutes to a high quality standard
• Practical experience of taking notes in a disciplinary/grievance situation where confidentiality is of the utmost importance
• Practical experience of using software to manage staff records and training
• Practical experience of developing and maintaining filing systems (paper and electronic)
• Experience of stock control and ordering

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Deputy Service Manager, Records Management