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Job Description

Job Title: Trainee Admin Assistant

Department: Finance and Administration
Section: Administration
Location: Flempton House
Job Reference: FA211106SK
Salary range: SCP 10-12
£13,336 to £14,492
Responsible to: Office Manager and the Course/Conference Admin Officer on
a daily basis
Responsible for: Nil
Type of Contract: Permanent

Role and Context

Job Purpose:
To provide administrative, clerical, secretarial and general support as required and to
undertake reception and similar duties ensuring that the requirements of visitors are met. To
assist with day-to-day financial inputting.

Working as part of the Finance and Administration Team to provide administrative duties to a
number of professional officers as required and to assist with the day-to-day financial
inputting, with the support of the Office Manager

• No direct staffing, budgetary or statistical responsibilities apply to this post

Works closely in partnership with:
• Office Manager
• Finance Officer
• Other EERA Administrative staff/ Other EERA staff
• Course providers/ Course participants
• External suppliers/Organisations hiring Flempton House
Principal Accountabilities

1. To provide reception services including answering telephone enquiries and meeting

visitors, tutors and potential customers.

2. To assist with inputting financial information onto the financial package and other general
financial duties.

3. To assist with the day-to-day running of the House – assistance with preparation of
rooms, providing refreshments as required, dealing with customer enquiries, etc.

4. To maintain appropriate databases.

5. To deal with all incoming post and to file correspondence and other papers.

6. To carry out general clerical and administrative work, including photocopying and
assisting with reproduction/despatch of papers for a variety of meetings, and support to
other officers of the Regional Assembly as required.
Person Specification
Trainee Admin Assistant
We will use these definitions of personal skills and competencies to short-list applicants
and select the successful candidates. Please ensure that you base your application on
these attributes, giving examples from your work, education, or other activities to illustrate
how you meet the requirements of the post.

Essential Desirable
Qualifications and Experience
• Educated to GCSE level Grade C in English 9
• Relevant word processing qualification 9
• Business Administration qualification 9
• Appropriate practical experience in reception/clerical 9

Skills and Knowledge

• Ability to progress many clerical tasks at the same time 9
and to work to tight deadlines
• Co-operative, flexible approach and willingness to work 9
within a team environment
• High standard of accuracy 9
• Good communication skills (both written and oral) 9
• Basic numerical ability 9
• Good typing skills 9

Personal Qualities
• Friendly and tactful 9
• Sensitive to others 9
• Shows initiative 9
• Motivated 9
• Flexible 9
• Methodical 9

Special Requirements
• On occasions, out of hours flexibility 9
• Possession of a valid driving licence and access to a
car 9
Trainee Administration Assistant - Competencies

1. Competency – Self Awareness and Control

1.3 Manages own stress, remaining objective and stable in stressful situations and
accepting constructive criticism.
1.6 Observes and implements the information security and communication policy,
standards and procedures.

1.2 Manages time and priorities work in an effective and productive way.

2. Competency – Personal Effectiveness and Self Development

2.2 Seizes opportunities and takes the initiative in moving things along in a positive
2.12 Seeks to improve information technology skills as appropriate to the role, makes
effective use of the intranet and internet, always checking the quality of information
sourced externally, and takes up training at the appropriate time.

2.1 Displays a high level of personal ‘drive’ and energy, and shows a capacity for
sustained effort and performance.

4. Competency – Interpersonal Skills

4.4 Displays a sound understanding of equality and diversity issues, respecting and
valuing individuals’ diversity and the variety of their contributions.
4.6 Produces written communications (electronic or other methods) which are clear,
fluent, concise, accessible and jargon-free, ensuring they are in line with Council
policy and are readily understood by intended recipient(s)

4.2 Co-operates and works well with others in the pursuit of team goals, sharing
information and supporting others.

6. Competency – Customer/Client* Orientation

6.1 Seeks out and listens to the needs/views of a wide range of customers/clients.
6.4 Is constantly mindful of equality and diversity issues in providing services, and
seeks to avoid unwitting discrimination.

6.6 Seeks regular feedback from customers about services provided and uses this to
undertake/recommend continuous improvement to services.
12. Competency – Professional and Technical

12.1 Possesses the necessary experience, or is actively gaining it in a planned way, in

order to undertake the role effectively.
12.3 Engages in continuous development activities, thus responding to constant changes
caused by internal and external factors, and developments in own job area.

12.7 Has sufficient knowledge of broader context in which own professional/technical
function is applied to perform effectively in own job area.
Externally Funded Posts
Chief Executive C = Chambers’ Fund/PDG
December 2007
A = Strategic Migration
Partnership (SMP)
BC = Building Capacity East
Loretta Holden Tom Hook
PA to Chief Executive Executive Support Officer C
411 409

Regional Employers’ Team

Regional Planning and Regional Policy and Scrutiny Mike Mosley
Housing Secretariat Nick Burfield Deputy Chief Executive & Head of
Adrian Cannard Colin Robertshaw Head of Scrutiny and Regional Employers 420
Head of Planning and Housing Head of Policy & Secretariat Partnerships
443C 412 417C Jane Lucy Ashwell
Sullivan BCE Project Officer VACANT
Emma BCE 426BC Team Leader
Stephen Hinchley Brussels Office
Graham Graham Nelson Andrew Meddle Senior Policy and Sharp/Michelle Programme Daniel Thorp BCE Improvement &
Team Leader Sarah Murray Armstrong Manager
Tomlinson Team Leader Communications Policy Officer Development
Regional Planning Team Leader Senior European 424 BC
Team Leader Strategy and Officer 426BC 425
and Transportation B Policy Officer
Housing Implementation 430C
437C 436C 440C 414B Pam Walton
Jenny Carson Sally King
Kerry Allen Jackie Eveleigh Regional HR
Michelle Office Manager Adviser Leena Ghoshal
Laurna James Perry Communications Senior European Officer
Margaret Gough Armstrong/Karen 401 423 Learning &
Compton Regional Officer Job Share
Regional Planning Staples Development
Regional Analyst 427C B Julia Searle
Officer European Policy Ruth Hassall Adviser
Housing 444C Finance Officer
441C Officer Regional HR 425
Officer Alejandro Rodriguez- 402
415B Adviser
Housing Joanna Worley Ramos
Jayne Cole (on secondment)
418C Helen De La Senior European Business Mark Proctor
Sheena Lamont Course 422
Rue Policy Officer Adviser Social Policy Rose Barton
Regional Transport Administrator
Assistant E Officer Learning &
Planning Officer 428c Alicja Kreglewska
408C Amy Williams 449C Sarah Swane Development
VACANT 407C (Maternity Cover) Adviser
European Officer Regional HR
Monitoring Tim Bellamy 405 424
VACANT B Jonathan Skinner Adviser
Officer Regional Paul Bryant Policy Officer Policy Officer 432
Planning/Transport Sue Houlder
c Officer
Assistant Planning 431C Philip Pike 446C Nicola Amey
Officer European Admin Assistant Lucy Powles
439C 448C Parliamentary 404 Organiser
Ian Beattie Regional HR 421
Mark Stocker Liaison Officer Senior Policy Adviser
VACANT Jillian Luntz Policy officer B
Deborah Barber Officer – Strategic VACANT 422
Admin Assistant Planning Amanda Ankin
Admin Officer 438C Migration
Officer Officer Trainee Admin Networks
0.6 FTE Johanne Mandl Partnership (SMP) Assistant
C 445C Organiser
442C Admin Officer 413A Lynsay Cook 403C
0.6 FTE B Policy Officer
Jenny & Simon (Emp & Skills)
Alan Wheeler Deborah Sacks VACANT Carter Policy Officer Vic Stone
Consultant Planner Regional Waste VACANT Hannah Shah Cleaners
Admin 416C Gardener
0.6 FTE Planning Officer Health Support Policy Officer – 0.4 FTE
Assistant 0.2FTE
C 0.5 FTE Worker – SMP SMP
C 433A 433A