Administrator – Birmingham, Coventry and Solihull Operations Administration – West Midlands Fire Service

West Midlands Fire Service (WMFS) is the second largest fire and rescue service in England, serving an area of 902km square and a population of over 2.9 million people. ‘Our Strategy’ drives the people, professionalism and pride with which we serve our communities, making them safer, stronger and healthier.

We have a vacancy for an Administrator, with our Birmingham, Coventry and Solihull Operations Administration Team.  You will undertake a variety of tasks in line with established procedures, delivering exceptional and professional administrative support.  As part of a team you will report to the Operations Administration Supervisor.

With excellent communication skills – verbal and written – you will liaise with a variety of internal and external customers, and be able to explain processes and provide information as required.  You will have experience of planning and organising meetings, taking notes, and producing concise, grammatically accurate minutes.

Computer literate, you will have experience of using a variety of software packages, including Microsoft Office 365 and Microsoft Teams, and be able to make the most of available technology to enhance productivity.

You should possess a positive attitude, flexible mindset, and a willingness to adapt as needed.

The post is based at Coventry Fire Station. This is where you will spend most of your time, with occasional travel required across the West Midlands for meetings and training. There is the option to work from home occasionally, depending on business needs.

Responsibilities

respond to queries and service requests from both external and internal customers, in line with organisational policies and procedures, to provide effective administrative support

monitor mailboxes and Teams Channels/Chats, and answer telephone calls promptly, to manage customer expectations and meet defined time and quality standards

provide administrative support for meetings, including preparation, attendance, and post-meeting activities, to ensure smooth operation

collate, analyse, interpret, and produce clear, accurate information using various organisational databases and systems (including Microsoft O365), to support informed decision-making

produce accurate documents to support individuals and teams within the organisation

monitor, maintain and distribute stock and consumables to ensure the efficient functioning of the organisation.

Experience and skills

ability to communicate effectively, both verbally and in writing, with various audiences

excellent customer service skills, adept at managing expectations and responding to queries efficiently

high attention to detail, ensuring accuracy in response to enquiries and task completion

ability to plan and meet deadlines, prioritising workload accordingly and working flexibly to meet organisational needs