Working in Administration
This section gives a brief outline of the duties and personal qualities needed in the different areas of administration
Talent Pool
If you want to join our administration talent pool then please click the following link. www.nycctalent.co.uk (link opens new window)
1. Administrative Assistants and Officers
Typical administrative duties include:
- Purchasing and supply
- Handling statistics
- Managing support staff
- Processing invoices
- Arranging and taking meeting minutes
Administrators must be good planners and organisers, possess strong communication skills, and be capable of accuracy and attention to detail.
2. Word Processing Operators and Clerical Assistants
All departments of the County Council offer clerical and word-processing opportunities.
Word-processing work can include producing memos, formal letters, reports etc.
Basic Clerical work often involves taking telephone messages, photocopying, sending faxes, collecting and distributing mail and maintaining filing systems.
This type of work needs people with good communication skills, the ability to work in a team and to meet deadlines.
3. Secretaries
Secretaries provide direct support to one or more managers or a specialist professional.
Duties can include:
- Typing/ word-processing
- Taking meeting minutes
- Supervising admin/clerical staff
- Maintaining an Appointments Diary
- Drafting routine letters and documents
Secretaries need to be good organisers with effective interpersonal and communication skills.
4. Receptionists
Receptionists provide the first point of contact for visitors to many parts of the County Council
Duties include: - Providing information, dealing with enquiries and they are often responsible for the administration of room bookings.
Receptionists must have good customer care, communication skills and be highly organised. Receptionists can sometimes meet people’s frustration, so an ability to deal with ‘awkward customers’ is essential.
5. Personal/ Professional Assistants
A Personal Assistant provides support to senior officers in the County Council.
The work can include:
- Providing briefing materials
- Research
- Drafting reports
- Liaising with people within and outside the organisation
- Diary organisation
Personal Assistants need to be able to work effectively with a variety of people and with conflicting pressures and priorities.
6. Research Assistants/ Officers
Research Assistants provide information on a wide range of queries, researching historical data on policy and performance for NYCC Officers and County Councillors.
Duties are varied and include:
- Preparing briefing notes
- Drafting speeches, press and policy statements
- Interpreting and presenting statistical data
They must have strong organisation and communication skills, be able to analyse all forms of data, work with, and respond positively to, a wide range of people.
7. Committee Services Administrator’s
Committee Services Administrator’s support and help Councillors and Senior officer in organising and recording arrangements for Committees.
They provide support by:
- Setting the dates for the meeting
- Taking meeting minutes
- Ensuring that Statutory requirements are met
- Ensuring that follow up action is completed
- Preparing agendas
- Keeping records of attendance
- Writing reports
