Administrator with Reception Responsibility

Specialpedagogiska Skolmyndigheten · Full-time

Nybrogatan 14 C, Solna, Sweden

Do you want to help create the best conditions for equivalent education? At the Swedish Agency for Special Education, SPSM, we work to ensure that all children, students, and adult learners with disabilities reach their educational goals. We operate our own special schools in various locations throughout Sweden. We also provide support to preschools and schools across the country to create learning environments that are developmental and accessible. In addition, we distribute government grants and develop educational materials. We hope that you, with your background and expertise, can contribute to increasing our diversity. You can read more about what we offer at www.spsm.se/ledigajobb The Support and Governance operational area works with efficient internal support and good internal governance and control. We develop our operations for a sustainable society. Legal matters, process support, finance, operations management, personnel issues, competence supply, IT matters, internal services, procurement, and facilities management are part of the operational area. The Coordination Unit is one of the support units within the Support and Governance operational area. The Coordination Unit has a total of 28 employees located in Örebro, Stockholm, Gothenburg, and Luleå, but most of the operations are in Härnösand. The intended placement location for this position is Stockholm, Solna. The unit is responsible for services within facilities management, environmental management, physical security, internal services, contact center, board administration, and methodological support in process development. 1 position(s). DUTIES As an administrator with reception responsibility, you will be a key role at one of the agency's largest offices. You combine administrative tasks with responsibility for the reception and ensure that the office runs smoothly and that employees have what they need. You will work closely with MKC (the agency's contact center) and are part of their work group, but your main task is on-site at the office. Your duties will consist of: • Staffing the reception • Being responsible for the daily operations of the office • Receiving visitors and handling phone calls and emails • Ordering office supplies and contacting suppliers • Handling incoming and outgoing mail • Conference services • Planning meetings, conferences, and various office activities • Providing guidance on the agency's services both verbally and in writing, and forwarding inquiries further in the organization when needed • Directing those seeking contact so they can retrieve information themselves or handle their matter via self-service services • Documenting and registering cases in our case management system You will be one of the operations' first contact points, both physically and digitally, and thus play a central role in making a good impression. At the same time, you will work with administrative tasks that require structure, accuracy, and the ability to handle multiple processes simultaneously in different case management systems. The work involves close collaboration with colleagues, while you independently plan and drive your tasks forward. Your colleagues are spread across the country and meetings therefore often take place via Zoom, Teams, or Skype. Work-related travel may occur. QUALIFICATIONS We are looking for you who have • Completed a relevant upper secondary education for the tasks, for example in the field of office and administration or other education in combination with work experience that the employer deems relevant • Good digital skills • Very good ability to express yourself verbally in Swedish or Swedish sign language and in writing in Swedish • Experience working in a reception, in customer service, or in a switchboard • Experience with administrative work It is advantageous if you have • Experience working in case management systems and being able to handle multiple different systems simultaneously Personal Qualities We are looking for you who are structured, thorough, and responsible, with the ability to plan, prioritize, and follow up on your work in an efficient manner. You work independently, ensure high quality in your tasks, and have a professional approach. You have good teamwork skills, a service-oriented approach, and an ease in building trusting relationships with both colleagues and external contacts. You communicate clearly and adapt your information based on the recipient and situation. We see that you are solution-oriented and have the ability to drive tasks forward. You approach new issues with curiosity and actively seek the information needed to find solutions. To thrive in the role, you need to be flexible, contribute to good cooperation, and have a willingness to support others. Great weight will be placed on personal suitability. Employment form: Permanent employment. Duration: Permanent, start date: December 1, 2026 or by agreement. A 6-month probation period applies. A criminal record clearance must be presented prior to employment. In the event of a societal crisis, you may be supervised between the agency's operational areas based on your placement location. In connection with the recruitment process, we have made decisions about recruitment channels and marketing. We decline any offers of advertising and recruitment assistance at this time. In this recruitment, we are collaborating with Jefferson Wells.