Administrative Assistant/Officer (Grade 3) - Admin & Clerical

Job Purpose - To provide an effective and efficient support service to Officers and teams within the Housing Needs Unit.

Location - Central Library Newport Town Centre - working in office there will be no working from home within this role.

(The below key result areas outline the generic duties required within the post, however the specific tasks will be as directed by the Team Manager as appropriate to the specific team)

Key Result Areas -

1- To undertake all general administration tasks including the collation and processing of information in respect of systems, procedures or records

2 - To update and maintain systems, procedures and records to ensure the effective delivery of service.

3 - To assist all staff members in problem solving day to day issues that arise from teams and managers and support and assist with new employees and inductions

4 - To liaise with internal and external agencies to collate or provide relevant information concerning service users in line with GDPR

5 - To assist service users to complete forms in relation to housing and homelessness

6 - Provide a face to face service in an office environment or accommodation managed by the Council, as directed by the Team Manager to service users as and when required, adhering to risk assessments and relevant protocols

7 - To facilitate and/or arrange multi agency meetings and team meetings including taking and distributing minutes

8 - To ensure any statutory checks are completed in line with legal requirements

9 - Undertake duties and responsibilities within the community to support service provision

10 - To support, assist and cover colleagues in the support and delivery of services, as requested.

11 - To process the ordering and receiving of goods and services via agreed methods of procurement.

12 - To safeguard essential IT equipment and security of data

13 - To monitor invoices, payments and accounts, and ensure all relevant documentation is completed following Newport City Council’s policies and financial procedures.

Mandatory Experience -

- Experience of dealing with complex situations and clients

- Customer service skills required - a big part of the role will be on reception dealing with queries daily