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Operations Administrator job description
Job Summary-Operations Administrator job description
Responsible for providing general secretarial support to the Operations Department including the General Manager, Operations Manager and Operational Support Managers. Support is also extended to other members of the Operations Department as and when required.
Main responsibilities-Operations Administrator job description
1.1. Responsible for taking shorthand minutes of meetings, typing up draft minutes and distributing to attendees.
1.2. Responsible for typing correspondence, schedules, forms etc.
1.3. Responsible for typing letters, memos, faxes, e-mails and general correspondence through audio, shorthand and copy typing.
1.4. Responsible for answering incoming telephone calls, dealing with queries both internally and externally.
1.5. Responsible for producing the weekly schedule and distributing accordingly.
1.6. Responsible for producing the monthly post room rota and distributing accordingly.
1.7. Responsible for lost property.
1.8. Responsible for arranging meetings/appointments maintaining diaries and liaising with other secretaries or clients as required.
1.9. Responsible for manning the direct telephone line and making sure that calls go directly to the person or secretary or messages are taken and passed to the relevant members of staff.
1.10. Responsible for taking delivery of parcels, equipment, stationery etc.
1.11. Responsible for maintaining filing systems.
1.12. Responsible for typing letters to members of staff on behalf of the Managers and ensuring the correct photocopies are taken and placed on appropriate files.
1.13. Responsible for the administration of annual driving licence checks, including collating the information and inputting onto the computer.
1.14. Responsible for ordering stationery for operations personnel.
1.15. Support the locality PA in requesting statements from members of staff as and when required and keeping 3 logs of all statements requested by Police, Coroner, Solicitors and Insurance companies in conjunction with locality PA.
1.16. Typing up statements given by staff, sending to the appropriate Manager for authorisation and returning to staff members for signing before forwarding to the relevant agencies.
1.17. Support locality PA in obtaining progress of each case
1.18. Ensuring the logs are maintained and copies of all relevant documentation are filed appropriately.
1.19. Responsible for arranging train tickets and travel for requesting manager/member(s) of staff
1.20. Responsible for dealing with any post at the end of the day.
1.21. Responsible for providing support and cover for the other secretaries when necessary, for example to cover annual leave and sickness.
1.22. Responsible for arranging meetings/appointments maintaining diaries and liaising with other PA’s, secretaries or clients as required
1.23. Responsible for accurate minute taking for meetings and gatherings and thereafter, efficient distribution of relevant minutes.
1.24. Responsible for effective and efficient dealing with emails, telephone calls and other forms of correspondence.
1.25. Responsible for the preparation of meetings including the provision of relevant materials required and refreshments.
1.26. Responsible for managing own workload and prioritising as necessary.
1.27. Responsible for the photocopying and distribution of any relevant information.
1.28. Responsible for providing administrative support to Operational Support Managers at various sub-station locations in the locality as directed by the General Manager.
1.29. Responsible for providing administrative support to the CR Manager as directed by the General Manager.
1.30. Responsible for overseeing analysis of GWAS software designed to draw improvements in operational effectiveness.
1.31. Responsible for organizing and providing timely and accurate day to day information to OSM’s and CTL’s relating to station activities, kit and fleet to ensure service requirements are achieved with maximum efficiency highlighting any concerns to OSM’s and CTL’s.
1.32. Liaise with the make ready team regarding vehicle availability.
1.33. Responsible for ordering fuel cards for GWAS as and when required.
Knowledge, Skills and Abilities-Operations Administrator job description
REQUIRED KNOWLEDGE & EXPERIENCE
Previous administration experience
Previous experience of providing support to a number of managers
Previous experience of working with sensitive data
Previous experience of working in busy, multi disciplinary teams
Previous experience of making travel arrangements
Previous experience of preparing agenda items and taking minutes
PERSONAL ATTRIBUTES
Able to work under pressure and keep to deadlines
Able to work on own initiative but has regular contact with line manager
Able to communicate effectively with all managers
Able to work in a busy and pressurized environment.
Able to work flexibly as demands of the service
Driving licence and transport to work at various stations throughout the locality
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Operations Administrator job description
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