MAIN PURPOSE OF JOB:                      

To provide comprehensive administrative support to the work of the Service Delivery Function. Providing excellent customer service and maximising the use of community facilities, working in conjunction with the Community Safety Function.

GENERAL DUTIES

• To promote the Service vision, ‘Creating the safest community’.
• To ensure that all policies and procedures within the function are adhered to and in accordance with regulations, lean thinking and value for money.
• To be responsible for the provision of a full range of administrative and clerical duties to support the effective operation of Service Delivery.
• To provide support, and cover the workload of the other Assistants when required, carrying out relevant duties to ensure the services of the function are delivered efficiently.
• To be responsible for the effective completion and submission of a variety of returns within specified timescales as appropriate.
• To act as the first point of contact for the community fire station, providing reception cover and dealing with enquiries appropriately by providing a courteous and professional service at all times.
• 1.7       To be responsible for the provision of an effective diary management and room booking service, proactively undertaking regular checks to ensure that all administrative systems are maintained and appropriate actions taken
• To be responsible for the effective co-ordination and administration of all visits, meetings, appointments and events ensuring the facilities are adequately resourced e.g. transport, accommodation, venues, refreshments, equipment and visual aids, ensuring rooms are set out as required
•  To prepare for and attend meetings, taking accurate notes, producing minutes, distributing relevant documentation and following up action points as required
• 1.10     To undertake duties in relation to the Financial Management System (SAP) including procurement and the administration and monitoring of departmental budgets
• 1.11  To monitor stock levels and replenish resources when necessary
• 1.12     To oversee relevant filing systems including appropriate storage and disposal of paper based, electronic and confidential documentation appropriately.
• To utilise appropriate IT systems to effectively manage data and information to produce a variety of reports and documentation, undertaking appropriate quality checks.
• To effectively liaise with a wide range of internal and external stakeholders.
•   To deliver community safety messages to individuals or groups attending community fire stations by giving talks or presentations when required.
• To work in accordance with the Station’s building security procedures.
• To ensure the confidentiality of all data and information.
• To undertake administrative duties at other Service locations as requested.
•  To attend internal and external training courses as necessary
•  Ensure compliance with the Data Protection Act and ensure data security is maintained.
•  To undertake any other duties appropriate to the post.

The candidate must have:

• Well developed literacy and numeracy skills.

Work experience involving:

• Completing general administrative/clerical tasks.
• Taking and preparing minutes at meetings
• Diary management
• Reception duties

Knowledge of:

• Relevant management information systems
• Clerical practices and procedures
• Electronic/paper filing systems

Ability to:

• Demonstrate an awareness of the core activities of the Fire and Rescue Service
• Deliver community safety messages including presentations
• Demonstrate good working knowledge of clerical practices and procedures.
• Demonstrate knowledge of electronic/paper filing systems
• Demonstrate well developed IT skills with a working knowledge of Microsoft Office suite.
• Input data and information accurately
• Effectively prioritise own workload whilst working to conflicting deadlines
• Demonstrate excellent interpersonal skills with the ability to liaise at all levels
• Demonstrate attention to detail
• Take minutes at meeting
• Work on own initiative and as part of a team
• Demonstrate a commitment to maintaining confidentiality.
• Demonstrate commitment to safe working principles and practices associated with Health and Safety
• Demonstrate commitment to the principles of Diversity and Equality
• Able to meet the transport requirements of the role and travel to various locations across the Service area as requested.
• Must be able to work to a flexible working scheme, which may include some weekends/evenings