Administration Assistant

Job Title: Admin Officer

Location: Totton/Hybrid

Contract Type: Temporary - 3 Months initially with potential to be extended or become permanent

Salary: £15.14 per hour

Hours: 37 Hours per week, 8:30am-5pm Mon-Thurs, 8:30am-16:30pm Fri

You'll have the following knowledge, experience, skills and behaviours:

Experience

• Previous experience of delivering a wide range of administrative functions.

Skills

• Highly organised with excellent attention to detail.
• Skilled in prioritising tasks and managing competing deadlines.
• A strong communicator with a professional and approachable manner.
• Proficient in Microsoft Office and comfortable with digital systems.
• Experienced in providing PA or administrative support in a busy environment.

Behaviours

• Resilient and flexible, with the ability to work effectively under pressure and adapt positively to changing service needs and user demands.
• Promotes inclusion and diversity, demonstrating this through behaviour, language and interaction.
• Shows compassion, empathy and respect.
• Is committed to demonstrating the organisation's values and behaviours in your work.

In this role, you'll be responsible for:

• Duty
  • Take responsibility, prioritise and be proactive in dealing with enquiries.
  • Make, take and respond to telephone calls from clients and professionals, recording the calls on the appropriate database.
  • Prepare letters to other professionals under guidance of the social worker, which could include arranging appointments with clients, inviting professionals to meetings, drafting replies to enquiries.
  • Electronically file documents and other correspondence sent directly to social workers.
    
    
• Diary Management and Case Co-ordination.
  • Pro-actively arrange meetings and visits in social worker diary - book rooms and arrange invites, arrange transport as required.
  • Schedule in a timely manner reminder in diaries for reports due for Child Protection, Core Group and Legal Strategy Meetings.
  • Proactively preparing social workers in advance of meeting, such as room preparation, provision of copies of reports etc.
  • Taking, or coordinating a minute taker for key meetings such as child protection conferences, Legal Strategy Meetings, High Risk Strategy meetings, Public Law Outline meetings.
  • Ensure all minutes are typed, electronically filed and sent out to relevant professionals.
    
    
• Finance
  • Ensure invoices and provisions are processed on the relevant computer system, including petty cash, foster carer payments, other invoices, etc.
  • Draft and pre-populate appropriate information including a case summary and rationale for funding requests.
  • Anticipate and arrange transport for children and their families including travel warrants.
  • Anticipate and organise the booking of transport for social workers.
    
    
• Caseload Management
  • Be responsible for updating the appropriate database records including address changes, involvements etc.
  • Writing and entering CP/CLA or other visits for social worker authorisation onto the appropriate database.
  • Entering Child Looked After details onto the appropriate database.
  • Take responsibility for updating and tracking chronologies.
  • Creating new clients on the the appropriate database system as required.
  • Prepare, quality assure and file documents for court. Entering generic information on Court Report application templates and pre-populating information taken from the appropriate database.
  • Completing referral forms for other agencies.
  • Quality assure and assist in the preparation of reports for child protection, Legal Strategy Meeting and Core Group meetings etc.
  • Track caseloads and ensure data quality.
  • Be aware of local resources for families and advise social workers of these and how to access them.
  • Be responsible for updating key partner agencies regarding any changes to key information regarding individual cases as per good practice guidance.
  • Support social workers to effectively use mobile devices so they are kept up to date on key information.
  • Ensure compliance with Data Protection Policies.

About Us

Connect2Hampshire is a managed service agency owned by Hampshire County Council providing temporary, contract and interim opportunities into the Council. Our service is built on our values of ethical, trustworthy, and caring, and our profits are returned to our Local Authority shareholders.

Apply as appropriate or contact Daniel Goodyear on (url removed) or (phone number removed)

Connect2Hampshire is a trading style of Hampshire & Kent Commercial Services LLP - A joint venture between Hampshire County Council & Commercial Services Kent Ltd. Connect2Hampshire is an equal opportunities Employment Agency & Business. It positively encourages applications from all suitably qualified and eligible candidates.