Job Description

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

6. 2. To deal with all incoming post and to file correspondence and other papers. providing refreshments as required. tutors and potential customers. 5.Principal Accountabilities 1. etc. . dealing with customer enquiries. 3. and support to other officers of the Regional Assembly as required. To assist with inputting financial information onto the financial package and other general financial duties. 4. To maintain appropriate databases. To provide reception services including answering telephone enquiries and meeting visitors. including photocopying and assisting with reproduction/despatch of papers for a variety of meetings. To assist with the day-to-day running of the House – assistance with preparation of rooms. To carry out general clerical and administrative work.

flexible approach and willingness to work within a team environment • High standard of accuracy • Good communication skills (both written and oral) • Basic numerical ability • Good typing skills Personal Qualities • Friendly and tactful • Sensitive to others • Shows initiative • Motivated • Flexible • Methodical Special Requirements • On occasions. education.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. out of hours flexibility • Possession of a valid driving licence and access to a car Desirable . Essential Qualifications and Experience • Educated to GCSE level Grade C in English • Relevant word processing qualification • Business Administration qualification • Appropriate practical experience in reception/clerical post Skills and Knowledge • Ability to progress many clerical tasks at the same time and to work to tight deadlines • Co-operative. or other activities to illustrate how you meet the requirements of the post. giving examples from your work.

ensuring they are in line with Council policy and are readily understood by intended recipient(s) Exceptional 4. Exceptional 1. . Produces written communications (electronic or other methods) which are clear. 2.3 1.4 Competency – Customer/Client* Orientation Seeks out and listens to the needs/views of a wide range of customers/clients. remaining objective and stable in stressful situations and accepting constructive criticism.2 Co-operates and works well with others in the pursuit of team goals.1 Displays a high level of personal ‘drive’ and energy. sharing information and supporting others.4 4.6 Competency – Self Awareness and Control Manages own stress. and shows a capacity for sustained effort and performance. Exceptional 6. and takes up training at the appropriate time.12 Competency – Personal Effectiveness and Self Development Seizes opportunities and takes the initiative in moving things along in a positive way. fluent. Exceptional 2.1 6.Trainee Administration Assistant .Competencies 1. accessible and jargon-free. 1. 6. respecting and valuing individuals’ diversity and the variety of their contributions. Is constantly mindful of equality and diversity issues in providing services. 6. makes effective use of the intranet and internet.2 2. 4. always checking the quality of information sourced externally. 4.6 Competency – Interpersonal Skills Displays a sound understanding of equality and diversity issues.2 Manages time and priorities work in an effective and productive way. Seeks to improve information technology skills as appropriate to the role. standards and procedures. Observes and implements the information security and communication policy. and seeks to avoid unwitting discrimination.6 Seeks regular feedback from customers about services provided and uses this to undertake/recommend continuous improvement to services. 2. concise.

12. and developments in own job area. Exceptional 12.1 12. thus responding to constant changes caused by internal and external factors. 12. Engages in continuous development activities. or is actively gaining it in a planned way. in order to undertake the role effectively.3 Competency – Professional and Technical Possesses the necessary experience. .7 Has sufficient knowledge of broader context in which own professional/technical function is applied to perform effectively in own job area.

EAST OF ENGLAND REGIONAL ASSEMBLY 000000000000V ORGANISATION CHART December 2007 Brian Stewart Chief Executive 410 Externally Funded Posts B = Brussels Office Subs E = EEDA C = Chambers’ Fund/PDG A = Strategic Migration Partnership (SMP) BC = Building Capacity East Partnership Loretta Holden PA to Chief Executive 411 Tom Hook Executive Support Officer C 409 Regional Planning and Housing Adrian Cannard Head of Planning and Housing 443C Graham Nelson Team Leader Regional Planning and Transportation 436C Regional Policy and Secretariat Colin Robertshaw Head of Policy & Secretariat 412 Stephen Hinchley Senior Policy and Communications Officer 430C Kerry Allen Communications Officer 427C Brussels Office Sarah Murray Team Leader B Jenny Carson Jackie Eveleigh Senior European Officer Job Share B Alejandro RodriguezRamos European Business Adviser E Amy Williams European Officer B Philip Pike European Parliamentary Liaison Officer B Johanne Mandl Admin Officer 0.4 FTE Lucy Ashwell BCE Project Officer 426BC Daniel Thorp BCE Policy Officer 426BC Pam Walton Regional HR Adviser 423 Ruth Hassall Regional HR Adviser (on secondment) 422 Sarah Swane Regional HR Adviser 432 Lucy Powles Regional HR Adviser 422 Graham Tomlinson Team Leader Housing 437C Laurna Compton Regional Housing Officer Housing 418C Andrew Meddle Team Leader Strategy and Implementation 440C James Perry Regional Analyst 444C VACANT Team Leader Improvement & Development 425 Margaret Gough Regional Planning Officer 441C Sheena Lamont Regional Transport Officer 408C Tim Bellamy Regional Planning/Transport Officer 439C Jillian Luntz Assistant Planning Officer 445C Leena Ghoshal Learning & Development Adviser 425 VACANT Monitoring Officer Helen De La Rue Assistant Planning Officer 407C Paul Bryant Assistant Planning Officer 448C Deborah Barber Admin Officer 0.2FTE c VACANT Admin Officer C Mark Stocker Policy officer 438C B Hannah Shah Policy Officer – SMP 433A Alan Wheeler Consultant Planner 0.6 FTE Scrutiny Nick Burfield Head of Scrutiny and Partnerships 417C Emma Sharp/Michelle Armstrong Senior European Policy Officer 414B Michelle Armstrong/Karen Staples European Policy Officer 415B Mark Proctor Social Policy Officer 449C Jonathan Skinner Policy Officer 446C Ian Beattie Senior Policy Officer – Strategic Migration Partnership (SMP) 413A Regional Employers’ Team Mike Mosley Deputy Chief Executive & Head of Regional Employers 420 Jane Sullivan BCE Programme Manager 424 BC Sally King Office Manager 401 Julia Searle Finance Officer 402 Jayne Cole Course Administrator Alicja Kreglewska (Maternity Cover) 405 Nicola Amey Admin Assistant 404 VACANT Trainee Admin Assistant Jenny & Simon Carter Cleaners 0.5 FTE 442C VACANT Admin Assistant C VACANT Health Support Worker – SMP 433A Lynsay Cook Policy Officer (Emp & Skills) Policy Officer 416C .6 FTE 442C Joanna Worley Senior Policy Officer 428c VACANT Policy Officer 431C Rose Barton Learning & Development Adviser 424 Sue Houlder Conference Organiser 421 Amanda Ankin Networks Organiser 403C Vic Stone Gardener 0.6 FTE C Deborah Sacks Regional Waste Planning Officer 0.

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