Job Description
IT:
Skilled in the use of multiple IT packages and systems relevant to the organisation in order to:
- Write letters or emails
- Create proposals
- Perform financial processes
- Record and analyse data. Examples include MS Office or equivalent packages
- Able to choose the most appropriate IT solution to suit the business problem
- Able to update and review databases, record information and produce data analysis where required
Record and document production:
Produces accurate records and documents including:
- Emails, letters, files, payments, reports and proposals
- Makes recommendations for improvements and present solutions to management
- Drafts correspondence, writes reports and able to review others' work
- Maintains records and files, handles confidential information in compliance with the organisation's procedures
- Coaches others in the processes required to complete these tasks
Decision making:
- Exercises proactivity and good judgement
- Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way
- Seeks advice of more experienced team members when appropriate
Interpersonal skills:
- Builds and maintains positive relationships within their own team and across the organisation
- Demonstrates ability to influence and challenge appropriately
- Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge
Communications:
- Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms
- Uses the most appropriate channels to communicate effectively
- Demonstrates agility and confidence in communications, carrying authority appropriately
- Understands and applies social media solutions appropriately
- Answers questions from inside and outside of the organisation, representing the organisation or department
Quality:
- Completes tasks to a high standard
- Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work
- Is able to review processes autonomously and make suggestions for improvements
- Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly
- Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues
Planning and organisation:
- Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines
- Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace
- Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation)
- Manages resources e.g. equipment or facilities
- Organises meetings and events, takes minutes during meetings and creates action logs as appropriate
- Takes responsibility for logistics e.g. travel and accommodation
Project management:
- Uses relevant project management principles and tools to scope, plan, monitor and report
- Plans required resources to successfully deliver projects
- Undertakes and leads projects as and when required
Knowledge:
What is required (in-depth knowledge of organisation and wider business environment).
The organisation:
- Understands organisational purpose, activities, aims, values, vision for the future, resources and the way that the political/economic environment affects the organisation
Value of their skills:
- Knows organisational structure and demonstrates understanding of how their work benefits the organisation
- Knows how they fit within their team and recognises how their skills can help them to progress their career
Stakeholders:
- Has a practical knowledge of managing stakeholders and their differing relationships to an organisation
- This includes internal and external customers, clients and/or suppliers
- Liaises with internal/external customers, suppliers or stakeholders from inside or outside the UK
- Engages and fosters relationships with suppliers and partner organisations
Relevant regulation:
- Understands laws and regulations that apply to their role, including data protection, health and safety, compliance etc
- Supports the company in applying the regulations
Policies:
- Understands the organisation's internal policies and key business policies relating to the sector
Business fundamentals:
- Understands the applicability of business principles such as managing change, business finances and project management
Processes:
- Understands the organisation's processes, e.g. making payments or processing customer data
- Is able to review processes autonomously and make suggestions for improvements
- Applying a solutions based approach to improve business processes and helping define procedures
- Understands how to administer billing, process invoices and purchase orders
External environment factors:
- Understands relevant external factors e.g. market forces, policy and regulatory changes, supply chain etc. and the wider business impact
- Where necessary understands the international/global market in which the employing organisation is placed
Behaviours:
What is required (Role-model behaviours and positive contribution to culture).
Professionalism:
Behaves in a professional way. This includes:
- Personal presentation, respect, respecting and encouraging diversity to cater for wider audiences, punctuality and attitude to colleagues, customers and key stakeholders
- Adheres to the organisation's code of conduct for professional use of social media
- Acts as a role model, contributing to team cohesion and productivity - representing the positive aspects of team culture and respectfully challenging inappropriate prevailing cultures
Personal qualities:
- Shows exemplary qualities that are valued including integrity, reliability, self-motivation, being pro-active and a positive attitude
- Motivates others where responsibility is shared
Managing performance:
- Takes responsibility for their own work, accepts feedback in a positive way, uses initiative and shows resilience
- Also takes responsibility for their own development, knows when to ask questions to complete a task and informs their line manager when a task is complete
- Performs thorough self-assessments of their work and complies with the organisation's procedures
Adaptability:
- Is able to accept and deal with changing priorities related to both their own work and to the organisation
Personal Qualities :
- The office can be busy and you will need to prioritise the workload
- You will be aware of the opportunity this position gives to develop a career
- We are looking for candidates that wish to progress through the business to management roles
Skills Required :
- You will have a minimum of GCSE grade 4 or equivalent in Maths and English
- You will be competent with IT skills
- You will be precise in your work
Future Prospects :
For the right candidate who proves to be hard working, flexible on hours with the diligence to complete their apprenticeship the long term prospects of a full time roll with further training and development are excellent.
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