Administrator (Scale 3)

JOB DESCRIPTION

Job Title: Administrative Support Assistant
Directorate & Section/Unit: Children, Families and Communities – Children’s Social Care
Reporting to: Team Manager / Team Leader
Responsible for:
Salary Grade: Scale3
DMA Management Level:
DMA Span of Control (Direct Reports):

Our People Values:

Our People Values:
To uphold and act in accordance with Worcestershire County Council's values:
· Customer Focus - Ensure delivery of a high-quality service which meets the needs of
customers
· Can Do Culture - Be proactive to achieve excellence, finding solutions and creative
ways of working
· Freedom within Boundaries - Make constructive change through cohesive decision making,
ensuring services are responsive.

Purpose of job:

Assist the service to meet its statutory obligations and provide timely and effective services to children, young people, their families and carers providing a range of business support activities.

Main Activities & Responsibilities:

· Undertake a range of administrative activities to support the business needs of Children’s Social Care.

· Support activities that enable service users to access the service effectively and partner organisations and agencies to be fully engaged in delivering services.

· Progress work activities within specific projects and tasks delegated by the Team Leader to contribute to the effectiveness of the service.

· Collate and present data relating to service activities.

· Support specific service projects/tasks including the research and collation of information.

· Handle a range of administrative work in support for the service including the drafting and preparation of documents (in Word and Excel), writing minutes, preparing power point presentations, handling enquiries coming into the service, organising meetings.

· Liaise with partner organisations and agencies providing the highest standard of customer care.

Generic Accountabilities:

· To maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities.

· To undertake other such duties, training and/or hours of work as may be reasonably required and which are consistent with the general level of responsibility of this job.

· To undertake health and safety duties commensurate with the job and/or as detailed in the Directorate’s Health and Safety Policy.

· The duties described in this job description must be carried out in a manner which promotes equality of opportunity, dignity and due respect for all employees and service users and is consistent with the Council’s Equal Opportunities Policy.

· Working with some vulnerable children, young people and adults can, at times, be emotionally challenging for which appropriate support will be provided through management supervision. The post holder must be able to deal with such mental demands.

Contacts:

In all contacts the post holder will be required to present a good image of the Council, and Worcestershire Children’s services as well as maintaining constructive relationships.

Internal: Elected Members, Director, Assistant Directors, Group Managers, Practice Managers, Management Teams, Managers & Staff across all directorates, Project Staff, Support and other school-based staff.

External: NHS, Clinical Commissioning Groups, Healthcare Professionals, Educational Settings,
Suppliers, Statutory and Voluntary Organisations, service users, clients, customers, parents, pupils,


Additional Information:

· The Council reserves the right to alter the content of this job description, after consultation to reflect changes to the job or services provided, without altering the general character or level of responsibility
· Reasonable adjustments will be considered as required by the Equality Act



Author: Siobhan Williams Updated with new template Judy Mayo Date: March 2025
Date of grading confirmation: April 2013








PERSON SPECIFICATION

Job Title: Administrative Support Assistant
Directorate & Section/Unit: Children, Families and Communities – Children’s Social Care
Reporting to: Team Manager / Team Leader
Responsible for:
Salary Grade: Scale3
DMA Management Level:
DMA Span of Control (Direct Reports):


EXPERIENCE:

It is essential that the post holder has:

· Demonstrable experience of working in children’s social care or similar environment.
· Considerable experience in administration.
· Demonstrable computing experience, especially in the use of software packages of MS Office including the use of spreadsheets and databases.
· Considerable experience of office systems including the production of correspondence and reports, filing, arranging and minuting meetings, dealing with incoming enquiries, diary management, document copying & scanning, keeping records, setting up & using IT equipment
· Experience of setting up and managing administrative/financial systems.

It is desirable that the post holder has:

· Experience working on projects in collaboration with others.


KNOWLEDGE, SKILLS AND ABILITIES:

It is essential that the post holder has:

· An ability to extract, present and convey accurate information and to disseminate such information where required.
· The literacy to draft documents.
· The numeracy to compile and present numerate data.
· An ability to work effectively on joint activities with colleagues and /or representatives from partner organisations and agencies.
· A polite, efficient manner particularly when working under pressure and in circumstances where interruption may be commonplace.
· The ability to recognise, acknowledge and have regard to confidential and sensitive matters including child protection.
· A willingness to enhance personal performance by seeking out constructive feedback, gaining insight and awareness of personal strengths and challenges.
· Ability to prioritise own workload to meet the requirements of service users and managers.


QUALIFICATIONS/TRAINING & DEVELOPMENT:

It is essential that the post holder has:

· Qualification to NVQ Level 2 in a relevant subject or equivalent.

It is desirable that the post holder has:

· ECDL / IT qualification/certificate.


Author: Siobhan Williams Updated with new template Judy Mayo Date: March 2025
Date of grading confirmation: April 2013


2

SEND Casework Administration Officer (Assessment Team) The SEND Service has a vacancy for an experienced administrator to join a small team supporting the administration of the Education, Health and Care Needs Assessment process. This is not a normal administrative role; the work is very interesting and extremely varied. The role is very busy and fast paced, you will need to be able to juggle priorities, deadlines & phone calls whilst maintaining accuracy & professionalism. You will need to be highly organized and methodical in your work, and experience of Microsoft Office is vital. The post is for 3 months, 35 hours per week, Monday to Friday. Hybrid working, Mondays to attend the office in Pershore, Tue-Fri Working From Home (although more office time will be needed during the initial induction period). The right candidate will have: Excellent IT skills including a good knowledge of Microsoft Excel, the ability to prioritise workload, and be first point of contact into the service. You will be liaising with clients, their families, SEND casework officers, Schools, Social Workers, and NHS partners amongst others. Accuracy and attention to detail is paramount. Experience of working in an administrative role within an environment that requires flexibility and good teamwork. The ability to prioritise and plan their workload in accordance with statutory deadlines in ever changing circumstances. Experience of using technology for data recording and extraction, and a good working knowledge of Microsoft Office. Experience of other software packages an advantage. Experience of dealing with high volumes of telephone enquiries where the caller may be anxious or concerned. Understanding of perspectives of parents and providers in relation to children and young people with SEND. Some knowledge of the scope
Note to supplying agencies: If your candidate is engaged by the County Council to undertake this assignment, please can you inform them that the organisation's job vacancies are available for them to view on the website: www.worcestershire.gov.uk/jobs ** Please note that agency workers who apply will NOT be treated as 'internal applicants'. This means that they will NOT have their applications considered and processed alongside directly employed County Council staff where the post is advertised as being subject to restrictions