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Senior Admin Assistant HCC18734

£18,426 - £19,407 per annum
Hampshire County Council

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Hampshire Registration Service is an innovative and forward thinking organisation, currently delivering in excess of 6,500 birth registrations, 7,500 death registrations, 9,500 notices of marriage/civil partnership (CP) and 5,500 ceremonies each year.

We are looking for a motivated Senior Administrative Assistant to carry out a wide range of administrative functions. You will possess excellent communication and organisational skills, have previous IT experience in Microsoft Word, Excel and Outlook and be confident in minuting of meetings.

Highly motivated, you will have the ability to work under pressure, approaching tasks with confidence and clarity and be able to work using your own initiative.

You will be proactive and flexible in your approach and have the ability to work as part of a team, supporting the wider business needs.

With a commitment to customer care that matches our own, and a drive to achieving organisational goals and contributing to service improvements, you will be rewarded with the opportunity to thrive and develop within this busy administrative support role.

Job Purpose:

The Senior Admin Assistant is the first point of contact for customers & visitors to the Register Office. This role helps maintain office functions by dealing with a broad range of administrative tasks whilst providing face to face, telephone and email support & services to customers of the registration service.

In addition to providing reception services the role supports Registration Officers & Ceremony Coordinators in the day to day tasks associated with registering Births, Deaths, Marriages, Civil Partnerships and Citizenship Ceremonies.

This role also supports the Admin Officer, Technical Standards Officer and Registration Manager in relation to financial transactions and maintaining EPOS and security stock control.

Role Responsibilities:
  • Meeting and greeting customers to the office
  • Provide a front line service for the public, dealing with general enquiries both in person and by telephone or e-mail as required
  • Taking appointment bookings and maintaining the booking system
  • Liaising with colleagues in the office and across Hampshire, to ensure the efficient running of the appointment schedules
  • Supporting the Admin Officer, Technical Standards Officer and Registration Manager with a broad range of admin tasks
  • Maintaining accurate and up to date database information
  • Ongoing customer liaison to ensure high quality service and provide advice/guidance as required
  • Accurate financial accounting and audit trail of all related payments
Additional Information:

The registration service of HCC is organised into 4 geographical areas operating across the Registration District of Hampshire County Council. The post holder will be based in a specified office but will work across all/some of the other registration offices as required.

Staff will also have access to sensitive/personal information (e.g. marriage.CP, adoption/birth details) and will be required to maintain a strict code of confidentiality and comply with Data Protection guidelines.

Essential Qualifications, Knowledge, Skills and Experience:
  • A minimum of GCSE or equivalent in English and Maths
  • Significant experience of working in a front facing customer focused environment
  • Excellent organisational skills and attention to detail
  • Ability to prioritise, make sound judgments and escalate issues when appropriate
  • Strong IT skills - including experience of Microsoft software and bespoke software packages.
  • Actively promotes and displays a high standard of customer awareness, confident manner and able to put people at their ease
Desirable Knowledge, Skills and Experience:
  • Previous relevant experience working in a Registration Office work
  • Evidence of working flexibly as an effective team member, supporting colleagues to achieve continuous service improvement
  • Able to deal calmly and reassuringly with the unexpected
  • Experience of EPOS, SAP, SharePoint & electronic booking systems
Working Conditions:

The following may be encountered in this role:

  • Manual handling to include the lifting of objects, daily requirement, up to 5 kg
  • Display Screen Equipment User – Desk top PC
  • Verbal Abuse and/or aggression
Contact details for an informal discussion:

Karen Van Leeuwen, Senior Administration Office, on 01962 847676

Hampshire County Council is committed to safeguarding and promoting the welfare of children, young people and adults. We expect all employees, workers and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment.

Corporate Equalities Employment Policy: In order to combat indirect discrimination, no unnecessary conditions or requirements will be applied to any for achieving equality of opportunity in its employment practices. All sections of the population will have equal access to jobs. No applicant or employee will receive less favourable treatment because of their gender, disability, age, ethnic or national origin, marital status, creed, sexuality, trade union activity or responsibility for dependants unless a Genuine Occupational Qualification (GOQ) applies. In order to combat indirect discrimination, no unnecessary conditions or requirements will be applied to which would have a disproportionately adverse effect on any one group.

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