Job Overview

Provide a broad range of high-level administrative support services.

 

Job Purpose

To administer and provide comprehensive support within the Business Support function, and across Health and Community Services, providing an administrative, analytical and advisory support service.  The postholder will provide individual contribution working within a team, offering first line support to services. 

Statutory Responsibilities

Active engagement, participation and compliance with any other statutory responsibilities applicable to the role, as amended from time to time. 

Budgetary Responsibility

The post holder is responsible for ensuring appropriate stationery stock levels are kept at a consistent level, checking and agreeing routine invoices, for approval by the Business Manager. 

Responsible for booking travel, ensuring it is best value for money and in accordance with the Financial Direction on travel and expenditure 

Responsible for ordering goods and services (e.g. stationary/clinical equipment, lunches/room hire), ensuring it is best value for money and in accordance with the Financial Direction on the purchasing of goods and services.

Responsibility of processing of invoices for payments on relevant finance systems, and any relevant financial administrative processes required on behalf of management ensuring they adhere to the relevant finance public manual 

Job Specific Outcomes 1 of 2

Provide a broad range of high-level administrative support services to the relevant business area, using initiative and drawing on experience to anticipate business needs and respond accordingly. 

Job Specific Outcomes 2 of 2

Respond to practical queries using initiative and judgement to prioritise tasks and duties, providing a customer focused service to all.  

Person specification

Attention to detail and ability to record information accurately with minimum supervision. 

Communicates effectively, both orally and in writing with a range of individuals, internally within the Government of Jersey, the public and other external organisations. 

The post holder is the alternate contact for the senior leader when they are unavailable and must be able to effectively deal with (i.e. knowing who to pass on to where necessary) and respond to email and telephone enquiries on their behalf.   

Good negotiating and persuasion skills are required, especially when managing diaries and arranging internal/external meetings. 

The post holder works within an environment where confidential information is involved and must therefore work with the utmost confidentiality and discretion.

Strong communication skills required, primarily for the purpose of giving and receiving information, but frequent contact with others is also required. 

Able to accurately record information and data.  
 
Ability to manage own workload within agreed timelines and escalate where issues arise.
Organised and self-motivated.  

Communicate effectively with colleagues to request or transmit information, ask questions, get clarification, exercise tact etc;  
 

Qualifications

Educated to A level standard or NVQ level 3 in business administration or 
equivalent experience 
         

Knowledge

In depth understanding of administrative methods that have been learned through direct job experience. 

Knowledge of operating across a number of systems and adjusting to specialist systems;  
Knowledge of supporting in a business administrative capacity. 
 

Technical Work Based Skills

Have used computer systems to enter data and retrieve data; 
Attention to detail and ability to record information accurately with minimum supervision
Proficient in using computer applications e.g. Microsoft Office; 

Strong communication skills required, primarily for the purpose of giving and receiving information, but frequent contact with others is also required.   

Advanced level use of IT packages, including Microsoft Office systems (i.e. Word, Excel, Outlook and PowerPoint).  For example: regularly assisting the formatting of reports, preparing PowerPoint presentations and creating timelines 
 
Use of the Government of Jersey’s travel provider, HRG, and ordering goods and services via Supply Jersey, both online systems, as required 

Organise, input into and monitor databases to ensure accurate recording; undertake analysis and produce non-standard reports to provide the business with the information it needs to support decision-making. 

Create and update performance measurement tools providing advice and support to managers to ensure the integrity, data quality and production of management information is accurate to meet the requirements of performance review meetings. 

General skills / attributes

Ability to manage own workload within agreed timelines and escalate where issues arise; 

Be able to deal with routine challenges autonomously, some with a moderate level of complexity. 

Be able to operate within a number of specialised IT and software systems. 

Be able to carry out skills and complicated established activities. 

Proactively review relevant systems and processes within own area of work and make recommendations to continuously improve efficiency and performance, contributing as part of the wider Business Support Team.   

Communicate and share relevant information with stakeholders as directed by more senior colleagues, to promote collaborative working and to keep stakeholders up-to-date with events, meetings and activities. 

Develop and maintain an awareness of other teams and services activities, building positive relationships with them to ensure a collaborative service is provided to the business. 

To maintain confidentiality of highly sensitive personal information to ensure compliance with data protection requirements. 

Support the Services when there are major incidents, providing administrative support to ensure the Service in question can focus on responding to the islands needs. 

Experience

Practical relevant work experience in the provision of broad administrative support within a complex 
business model;  
 
Ability to manage a varied workload. 
 
In depth understanding of administrative methods that have been learned through direct job experience. 

Personal Attributes

Able to accurately record information and data.  
 
Ability to manage own workload within agreed timelines and escalate where issues arise.
 
Organised and self-motivated. 
 
Communicate effectively with colleagues to request or transmit information, ask questions, get clarification, exercise tact, etc.