EAST RIDING AND NORTHERN LINCOLNSHIRE

LOCAL COUNCILS ASSOCIATION

JOB DESCRIPTION

Job Title: Administration Officer
Scale point: NJCScale point 17 (pro rata) / Responsible to: Executive Officer
Overall Purpose of Job:
To provide professional administrative support to theservices provided by the East Riding and Northern Lincolnshire Local Councils Association (ERNLLCA).
Main Responsibilities:
  1. To act as first point of contact to the organisation
  1. To maintain ERNLLCA’s electronic and hard copy record systems and offer recommendations about their on-going development
  1. To assist in the compilation of information for reporting purposes
  1. To minute meetings as may be required
  1. To arrange meetings, conferences and training events as directed and carry out attendant administrative functions
  1. To arrange for the collation, printing and distribution of a range of documentation
  1. To provide administrative support to ERNLLCA’s Desktop Advisory Service
  1. To maintain records of income and expenditure, undertake any banking that may be requiredand carry out bank reconciliations
  1. To monitor any outstanding invoices and report such to the Executive Officer
  1. To maintain the petty cash float
  1. To maintain such records as are needed in respect of the membership base
  1. Toprepare and distributeinvoices for membership fees and any services delivered by ERNLLCA andsend out any reminders that may be needed
  1. To format the monthly ERNLLCA newsletter using Microsoft Publisher and ensure its distribution
  1. To contribute to the structure and upkeep of material held on the ERNLLCA website
  1. To be responsible for the maintenance of stationery and office equipment stocks and
the placing of such orders as are authorised
  1. To maintain ERNLLCA’sdiary
  1. To attend the ERNLLCA Annual Conference and Annual Training Day to manage the registration process and carry out such support tasks as may be required during the events
  1. To attend the Annual General Meeting to provide a reception service
  1. To provide administrative support where ERNLLCA is commissioned to undertake recruitment processes on behalf of a member council or where other consultancy work is undertaken.

Post holders will be expected to be flexible in undertaking the duties and responsibilities attached to their post and may be asked to perform other duties that reasonably correspond to the general character of their post and are commensurate with its level of responsibility. This job description is provided for guidance only and does not form part of the contract of employment.

EAST RIDING AND NORTHERN LINCOLNSHIRE

LOCAL COUNCILS ASSOCIATION

Job Title: Administration Officer / Responsible to: Executive Officer

Method of Assessment (MOA)

AF = Application FormI = InterviewT = Test or exercise

ESSENTIAL CRITERIA / MOA
Skills and abilities:
Demonstrable in-depth knowledge of office procedures
Ability to communicate effectively with a wide range of people
Ability to respond positively to the needs of the organisation and its member councils
Clear understanding of a customer-focussed working environment
Organisational skills, including the ability to organise meetings, conferences and training events
Ability to prioritise tasks in an ever-changing environment
Respect for confidential matters
Knowledge of basic accounting practices / AF, I
AF, I
AF, I
AF, I
AF, I
AF, I
AF, I
AF, I
Experience:
Experience, or knowledge of, human resources record-keeping
Substantial experience, or an ability to demonstrate an awareness, of the demands of working in a busy office environment with changing internal and service-user needs
Experience of being able to update websites / AF, I
AF, I
AF, I
Education and training:
Good general education to GCSE equivalent
Computer literate, with in-depth demonstrable knowledge of, and ability in, the Microsoft Windows Office applications suite / AF, I
AF, I, T
Working arrangements:
Willingness to attend relevant training courses
Ability to attend two all-day events during any one year
Being comfortable to work in the office alone but also to be able to work positively within a small team environment. / AF, I
AF, I
AF/I
DESIRABLE CRITERIA / MOA
Skills and abilities:
Ability to take and produce minutes / AF/I
Experience:
Understanding of local government, particularly parish and town councils
Understanding of the voluntary and community sector / AF, I
AF, I
Education and training:
Administrative qualification / AF/I
Working arrangements:
N/A

RELATIONSHIPS

Title of post to which this post-holder normally reports / Executive Officer
Number of employees supervised by this post / None

PHYSICAL CONDITIONS (work, location etc)

Attendance at meetings, training workshops and conferences will be required on an occasional basis. The Post-holder will be located at Suite 8, Waters Edge Business Centre, Maltkiln Road, Barton upon Humber, DN18 5JR but may occasionally be asked to work at other locations.

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