Clerical Officer - Plymouth, United Kingdom - Veesupportservices Ltd

Veesupportservices Ltd
Veesupportservices Ltd
Verified Company
Plymouth, United Kingdom

1 week ago

Tom O´Connor

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Tom O´Connor

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Description

OFFICIAL

CLERICAL OFFICER
Role Profile


Title Clerical Officer


Grade GRADE C


Reference:
N260


Reports to:
Admin Support Manager or Agency Advisor/Team Manager/Practice Manager or some specialist functions


Work style Office based hot-desk/touch down worker

Definition

Job Type:
Customer Facing Worker


Primary purpose _Clerical officers will all undertake a range of generic clerical work and front facing _


of role _tasks. There are a number of more specialist tasks which all clerical staff will be _
- expected to undertake. The balance (%) of tasks will differ depending on the service _
- area. _


To act as first point of contact for clients and others who visit the reception and answer calls in a timely manner.

To provide clerical and administrative support across a range of departmental activities including data inputting and financial processing, and undertaking specialist administrative tasks (all staff will be expected to contribute to cover).


Key Role outcomes Role measures

accountabilities

  • Providing administrative support as Prompt and efficient customer

and key
point of front-facing client contact service


measures

  • Handling and processing manual Accurate data and compliance with and computerised information the data protection act where accuracy, confidentiality, and Correct coding of budget security are important expenditure for accurate budget
  • Financial responsibilities for monitoring accounting for monies
(100%)


Key activities Providing administrative support, answering telephones and staffing reception

  • Distributing post and minutes from meetings
  • General administration duties using Microsoft Word and Excel
  • Booking meetings and notetaking at various meetings
  • Filing, requesting and archiving of files
  • Providing administrative support in preparation for inspections
  • Inputting to Carefirst or client data bases, including data tidy up at the request of managers
  • Opening and locking of buildings (other than Midland House) when required
  • Balancing petty cash accounts, banking, processing of invoices, stationery ordering, and producing and monitoring carer payments for child placements

OFFICIAL

OFFICIAL

PLYMOUTH CITY COUNCIL

  • Undertaking a range of more specialist tasks including managing the letter
- box, supporting specific service area such as Youth Offending Service, care
- leavers, finance, panel administration etc. and processing sensitive information

(100%)


Essential Up to date knowledge of Microsoft Office packages


qualifications/ GCSE grade A*-C (9-4) or equivalent in Maths and English


knowledge NVQ II Business and Administration or equivalent qualification


Desirable BTec Finance and Administration or equivalent qualification


qualifications/ Understanding of information security and data protection


knowledge Knowledge pertaining to a specific service area, e.g. finance, adoption processes


Essential Experience of working in a clerical or administrative environment


experience Experience of using Microsoft Office packages

  • Experience of working in a team
  • Experience of working in a customer facing environment

Desirable Experience of note taking


experience Experience of using Carefirst, Capita 1 or ChildView

  • Experience of working with finance systems
  • Experience of working within a statutory children's services setting

Essential skills Interpersonal and communication skills required when arranging meetings

/conferences with internal and outside agencies

  • Tactful communication when engaging with users of the service
  • Investigate finance errors, verifying and auditing payments
  • Accurate cash handling skills
  • Keyboarding skills with proficient typing/word processing skills
  • Literacy and numeracy skills for note taking
  • Day to day processing and management of financial information, payments and distribution of confidential information
  • Ability to seek support and manage emotional responses on occasions, as the post holder will be exposed to client information that is sensitive and may at times be distressing, and will have regular exposure to service users under stress with a range of complex needs
  • Ability to provide an excellent personcentred approach when dealing with customers

Corporate standards

  • In accordance with Council policies and guidance on information management and security, it is your personal responsibility for data protection, client confidentiality and information governance.
  • Act at all times in accordance with appropriate legislation and regulations, codes of practice, the provisions of the Council's constitution and its policies and procedures.
  • Work within the requirements of the Council's Health and Safety policy, performance standards, safe systems of work and procedures.
  • Undertake all duties with due regard to the corporate equalities policy and relevant legislation.
CLERICAL OFFICER Page 2 o
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