ROLE Administrative Officer PROFILE

SECTION 1: PRINCIPAL RESPONSIBILITY Principal To provide a professional and confidential administrative, secretarial and customer responsibility focussed support service for the Office of the Police and Crime Commissioner. This support may involve some or all of the following activities, along with other administrative, secretarial and customer support tasks in keeping with the grade of the role.

 Acting as the first point of contact for incoming calls to the OPCC, provide a customer focused response to telephone and / or face to face enquiries or requests that may involve some specialist knowledge or subject matter expertise.  Provide liaison between the OPCC ICT users and Force ICT service providers, raising ICT work requests as required and providing the OPCC with specialist ICT advice and guidance particularly where no suitable or appropriate formal training course is available.  Provide the administration for meetings including identifying and scheduling dates and venues, agenda circulation, provision of a minute taking service ensuring an accurate record of all decisions and actions is taken at the meeting resulting in a clear audit trail and publication of FOI Open and Closed minutes both internally within the organisation and externally on the OPCC website as required.  Assist with diary and email management for one or more Managers, as required.  Be personally responsible for administering elements of one or more processes, following specific and laid down procedures and to established organisational or national professional/function-area standards.  Update and, where appropriate interrogate databases and other data sources, downloading data and manipulating or presenting information correctly, in an appropriate format and in accordance with legislative requirements and organisational policy.  Maintain paper or electronic record systems, updating or amending records in line with organisational policy and procedural guidelines, including updating information on the OPCCs website.  Draft from scratch basic letters, emails, guidance notes or other ‘Word’ based material, using more complex layouts and formatting and developing straightforward letter or document layouts to meet agreed standards.  Type documents, from written copy.  Create and maintain basic spreadsheets for use in managing and monitoring activity such as for example, petty cash, orders and invoices, expenditure over £500 reports, gifts and hospitality.  Place orders for goods and services in line with organisational policy and procedures.

Rank / grade Scale 3 Location Office of PCC Vetting clearance RV Role-specific training  OPCC IT systems and databases and CPD to be  FOI Act undertaken: SECTION 2: ESSENTIAL CAPABILITIES & EXPERIENCE (For selection purposes)

Formal Qualifications  Recognised typing qualification and / or proven touch typing skills to a competent required level (approx 45 words per minute). Essential ICF Activities  Process telephone calls of the role  Provide customer service  Complete administration procedures  Organise and record meetings  Make best use of technology  Input, retrieve and present data using a computer  Promote equality, diversity and human rights in working practices Essential experience  Excellent customer care skills, with a proven ability to meet customer and specialist skills expectations and remain calm in challenging situations. and knowledge  Proven or demonstrable skills in the use of Microsoft Office suite of products, and an aptitude to learn and use other popular ICTs and applications.  An ability to communicate technical concepts in everyday language to a non- specialist audience.  An ability to identify important matters during the course of meetings and to produce high quality minutes and action logs.  High standard of written English and attention to detail.  Demonstrable ability to gather information from a number of sources and present that information in an appropriate manner  Good planning and organising skills  Proven ability to work effectively without close supervision and as part of a team  Numerical aptitude Essential Behavioural  Respect for race and diversity Competencies  Team working  Community and customer focus  Effective communication  Planning and organising  Problem solving  Personal responsibility  Resilience

SECTION 3: ACTIVITIES & BEHAVIOURS

Core Activities Responsibilities The role holder should effectively deliver these key requirements:

Administrative Input, retrieve and present data using a computer Support Enter information correctly using an appropriate computer system, in accordance with legislative requirements and organisational policy. Retrieve and present information in a suitable format and supply to relevant personnel. Maintain a record management system Record, store and supply information in accordance with organisational policy and legislative requirements. Complete administration procedures Ensure that all matters relating to the process of information are carried out in a prompt, efficient manner and in accordance with legislation, policy and procedure Organise and record meetings Prepare, organise and record details for organisational meetings. Finance and Maintain effective payment systems Resources Use suitable systems in order to make or receive payments efficiently, in accordance with contractual obligations and organisational policy. Order, store and distribute supplies Ensure a sufficient stock of items in order to facilitate the achievement of local and organisational objectives. Managing the Gather information to support action Organisation Gather information from a range of sources in order to support action. Ensure the information is obtained ethically and in accordance with relevant legislation and policy. Process telephone calls Process information and enquiries sensitively and professionally in line with organisational standards and policies. Provide customer service Provide and promote service to customers in a professional manner in line with organisational policy and legislative requirements. Personal Comply with Health and Safety legislation Responsibility Ensure that you show a duty of care and take appropriate action to comply with Health and Safety requirements at all times. Maintain standards for the management of information Maintain personal responsibility for collection, recording, evaluation, information sharing, review, retention and disposal of information in compliance with codes of practice and Guidance in the Management of Information, information security policy, procedures and legislation Maintain standards of professional practice Ensure your behaviour complies with organisational values and organise your own work effectively to meet the demands of your role. Identify, implement and monitor development activities to enhance your own performance. Make best use of technology Make best use of technology in support of your role, ensuring correct operation and compliance with organisational and legal requirements. Promote equality, diversity and Human Rights in working practices Promote equality, diversity and Human Rights in working practices by developing and maintaining positive working relationships, ensuring that colleagues are treated fairly and contributing to developing equality of opportunity in working practices. Work as part of a team Work co-operatively with team members and colleagues, contributing positively and constructively to the achievement of team and organisational objectives.

BEHAVIOURS

WORKING WITH OTHERS

Respect for race and diversity – A Understands other people’s views and takes them into account. Is tactful and diplomatic when dealing with people, treating them with dignity and respect at all times. Understands and is sensitive to social, cultural and racial differences

Team working – C Works effectively as a team member and helps build relationships within it. Actively helps and supports others to achieve team goals.

Community and customer focus – C Provides a high level of service to customers. Maintains contact with customers, works out what they need and responds to them.

Effective communication – C Speaks clearly and concisely, and does not use jargon. Uses plain English and correct grammar. Listens carefully to understand.

ACHIEVING RESULTS

Problem solving – C Gathers enough relevant information to understand specific issues and events. Uses information to identify problems and draw logical conclusions. Makes good decisions.

Planning and organising – C Plans and carries out activities in an orderly and well-structured way. Prioritises tasks, uses time in the best possible way, and works within appropriate policy and procedures Personal responsibility - B Takes personal responsibility for own actions and for sorting out issues or problems that arise. Is focused on achieving results to required standards and developing skills and knowledge.

Resilience - B Shows confidence to perform own role without unnecessary support in normal circumstances. Acts in an appropriate way and controls emotions.