LONDON BOROUGH OF MERTON

CORPORATE SERVICES DEPARTMENT

JOB DESCRIPTION
POST TITLE:

ADMIN OFFICER (CONTINUOUS IMPROVEMENT)

Grade:

ME7

Division:

Business Improvement

Location:

LB Merton

Responsible to:

Head of Continuous Improvement

Responsible for:

No management responsibility

Post number:

TBC

Date: November 2014

MAIN PURPOSE
To provide efficient and effective administrative, research, programme and project support to the
Continuous Improvement team and the Merton 2015 Board
MAIN DUTIES AND RESPONSIBILITIES

To provide proactive and confidential administrative support to the Continuous

Improvement team and Merton 2015 Board including regularly reviewing and updating
documentation.

To collate and maintain accurate information across the team and portfolio as required,
escalating issues to the relevant manger.

To organise and service meetings, workshops and training sessions as required,

arranging rooms, refreshments and equipment, collating reports, circulating agendas,
taking accurate notes and minutes, and ensuring effective follow up action.

To manage and co-ordinate diaries and appointments so as to utilise time to best

advantage.

To develop, implement and maintain efficient and confidential information and

administrative systems, including electronic and paper filing systems.

To deal with written and email correspondence on behalf of the division, drafting written
replies, re-routing issues and taking follow up action as necessary.

To develop electronic and paper surveys and feedback forms for the division and Merton
2015 Board, co-ordinate returns and report on results

To produce quality documents ensuring a high standard of accuracy and presentation is

maintained.

To undertake desktop research, including analysis of data and collation of information,

presenting information for different audiences in appropriate formats, including formal
reports, briefing notes and formal and informal presentations

To explore opportunities and develop solutions to improve the way the council does
business including learning from best practice in own area of work.

To maintain the internet and intranet pages of the Business Improvement Division and
Merton 2015 Board co-ordinating contributions from the team, ensuring consistency
across our pages and that pages remain up to date and interesting

To collate performance information from across the division and report information
corporately as required.

To develop positive working relationships with officers across the council and to
contribute to keeping departments, partner organisations and relevant stakeholders
informed of the work of the team and developments in the work areas the team is
responsible for.

To work within the provisions of Merton's policies for Health & Safety, Equal
Opportunities, Value for Money, Data Quality and Customer Care and to ensure that
duties are undertaken with due regard to and compliance with the Data Protection Act
and other related legislation

To undertake any other duties as required by the Head of Continuous Improvement, as

appropriate to the post

LONDON BOROUGH OF MERTON

CORPORATE SERVICES DEPARTMENT
PERSON SPECIFICATION

POST TITLE: Admin Officer (Continuous Improvement)

Grade: ME7
Date: September 2014
Qualifications and Experience

Experience of providing proactive administrative support to teams, boards and senior

officers.

Experience of organising and servicing meetings, in particular of taking accurate and

concise minutes.

Experience of establishing and maintaining systems for collating, managing and

disseminating accurate and tracking activity.

Skills and Knowledge

An awareness of the key issues facing local government

Knowledge of IT packages including Microsoft Word, Excel and Outlook and ability to use
these to support the business needs of the division.

Ability to communicate effectively both orally and in writing

Ability to draft reports, minutes and other written material clearly and in a style suitable
for the audience

Ability to work proactively and to organise a personal workload to meet competing

demands and tight deadlines

Ability to develop productive and collaborative working relationships with a wide range of
people at all levels of the organisation

Able to effectively manage diaries and associated arrangements

Ability to be adaptable and flexible and manage a demanding workload

Able to recognise confidential/sensitive issues as they arise and maintain absolute

confidentiality when required

Able to keep up to date on corporate developments and important internal and external
issues and to use the information selectively and appropriately

Personal Style and Behaviour

Please refer to LB Mertons Model of Leadership Behaviours (attached)