Job Purpose
To provide an effective administrative and support service across all areas of the Youth Justice Service, ensuring accurate, confidential and timely administration, information management and operational support. The postholder will support the effective running of the service through maintaining administrative systems, coordinating meetings and appointments, managing records and data, supporting communication with staff and external agencies, and ensuring compliance with relevant policies, procedures and statutory requirements.
- Maintain personnel, financial, management information and other administrative systems.
- Maintain accurate and up-to-date records, filing systems, inventories and administrative documentation.
- Place authorised orders for goods and equipment and support budget monitoring as required.
- Organise, attend and take accurate minutes of professional meetings.
- Maintain diaries, appointment systems, staff movement records and duty rotas.
- Provide reception and administrative support, including answering telephone enquiries and welcoming visitors.
- Prepare and type correspondence, reports, agendas, minutes, statistics and other documents from written or audio formats.
- Manage incoming and outgoing post and distribute documentation appropriately.
- Use IT and word-processing systems to enter, retrieve, maintain and analyse information.
- Collect, collate and maintain statistical data and produce information as required.
- Ensure the security, confidentiality and appropriate handling of administrative and service-user information.
- Liaise effectively with colleagues, external agencies and other stakeholders in support of the Youth Justice Service.
- Undertake the archiving of Youth Justice Service documentation in preparation for relocation and ongoing records management.
- Attend court as required, including the required attendance once every fortnight.
- Comply with Youth Justice Service and Council policies, procedures, health and safety requirements and statutory obligations.
- Promote equality of opportunity and demonstrate a commitment to the Council’s equal opportunities policies and staff values.
- Undertake other duties appropriate to the level and nature of the post, as directed by the Service Lead or Strategic Leader of Youth Justice Service.
- GCSE or equivalent in English and Maths, or demonstrable ability at this level.
- Experience of undertaking administrative work.
- Knowledge of computer-based information systems and applications, including Microsoft Word and Excel.
- Ability to maintain complex information accurately and systematically.
- Ability to use technology for data entry, information management and information extraction.
- Strong attention to detail and a systematic approach to handling information and administrative processes.
- Ability to work flexibly and manage a range of tasks in response to changing priorities.
- Clear and effective communication skills when handling telephone enquiries and visitors.
- Ability to work effectively with staff and professionals from a range of agencies.
- Ability to take concise and accurate notes at meetings and court.
- Commitment to maintaining confidentiality and working in accordance with Council policies and procedures.
- Understanding of and commitment to the Council’s equal opportunities policies and Staff Values.
- Commitment to attending court as required, including once every fortnight.
- Knowledge of the criminal justice system and experience of developing and maintaining administrative procedures relating to offenders.
- Experience of preparing correspondence for external agencies.
- Experience of providing information and responding to queries from a range of people.
- Knowledge and experience of budget monitoring.
Hours per week: 35
Location: Greenwich, London
Bi-Weekly Payments
