Administrator with a focus on communication

Stockholm – our capital city with millions of dreams, expectations, and ambitions. We work for everyone living here today and in the future. Now we are looking for you who want to think big, new, and differently with us – for the people of Stockholm.

Do you want to contribute to making information clear, accessible, and easy to use for our target audience? Are you passionate about communication and have the ability to explain complex information in an understandable way, while also wanting to work strategically, develop digital tools, and collaborate with archives and registries?

The role of administrator with a focus on communication is a newly established position, and there are good opportunities to put your personal touch on the role and shape its content.

Warm welcome to your application!

Welcome to us

The unit for archives, registries, and administrative services (ARF) is part of the department for personnel and competence supply. ARF acts as a support and specialist function within information management for both the administration and schools. We strive to create a modern, legally secure, and efficient information management system as well as a good public access structure. Here, registrars, archivists, a lawyer, and one or two coordinators for archives and registries work. We are centrally located in premises on Hantverkargatan, Kungsholmen.

We offer

With us, you get the chance to become part of a team with experienced colleagues where you can benefit from their broad knowledge while contributing your own experience and expertise. We offer a workplace characterized by competence, openness, and security, where we encourage independent work while taking joint responsibility for information management.

• Flexible working hours and workplace – we believe in a balance between work and leisure.
• A modern work environment – we create spaces for both focus and collaboration.
• Opportunity to influence – we listen to ideas and try new things.
• A meaningful mission – we contribute to schools functioning better every day.
• Wellness allowance and vacation exchange.
• Centrally located workplace in Kungsholmen, close to the subway and commuter trains.

Your role

As an administrator with us, you work closely with both archives and registries. Together, we make information about archives, registries, and information management clear, accessible, and easy to use. Communication is an important part throughout the assignment – you develop how we reach out, how we formulate ourselves, and how we make complex information easy to understand.

Communication about information management

You have a central role in shaping and developing communication regarding archive, registry, and information management issues. You are the web editor for the collaboration space for information management in Microsoft 365 and are responsible for ensuring that news, changes, and guidelines are communicated clearly and tailored to the target audience. You write and produce texts, routines, and training – and complement them as needed with videos to increase understanding and dissemination. You are also responsible for the structure of the training platform, so that information and courses are presented in a clear and user-friendly manner.

Responsibility for the tool for Management Guidelines

The Management Guidelines provide guidance on how information should be handled. You are responsible for managing and developing the technical solution in Microsoft 365 and ensuring that the information is presented in a clear and user-friendly manner. Together with archives and registries, you develop the tool that currently exists in Microsoft 365 Lists and contribute to ensuring that users understand and can apply the guidelines in their daily lives.

Maintaining contact networks

In the contact networks, you are the hub for communication. You create structure and clarity in the network's team channel. You plan and project manage both physical and digital network meetings. An important part of the assignment is to ensure that communication with the networks is ongoing, relevant, and easy to understand, so that participants receive continuous support and can follow developments in information management.

Strategic work and project management

You produce governing documents and support materials – for example, guidelines for email and continuity plans – and make them understandable and easy to use. You initiate and lead projects, develop ideas, and follow up on results. By translating complex requirements into clear formulations, you contribute to long-term development within information management.

Your skills and experience

We are looking for someone who has:

• several years of relevant work experience in strategic and target group-adapted communication
• education in communication or other education/work experience that the employer deems equivalent
• several years of relevant experience in managing and developing solutions in Microsoft 365.
• very good ability to express yourself in Swedish – both orally and in writing

We consider it an advantage if you have:

• experience in driving development projects
• experience working in public operations
• experience working with registries, archives, or information management
• knowledge of public access, confidentiality, and laws governing information management

We place great emphasis on personal suitability and the following competencies:

We are looking for someone who has good communication skills and expresses themselves clearly and professionally in both speech and writing. You adapt your communication according to the recipient and situation. You work independently and take responsibility for your tasks.

You work methodically and organized, with a good ability to plan, follow up, and document your work.

You also need to have a strategic approach and the ability to see the big picture. You analyze the current situation and future needs, identify development opportunities, and plan your work with a long-term and forward-looking perspective.

Other

This recruitment includes tests in the assessment during selection.

We recruit without a personal letter to strengthen the focus on competence and experience for this role. When you submit your application, you will answer a number of questions. When we assess your application, we base it on your CV and the questions you have answered. We ask that you respond concretely and succinctly to the questions, and that there is a clear link between your answers and your CV.

We see diversity as enriching and welcome all applicants. The City of Stockholm works with competence-based recruitment aimed at recognizing each person's competence and thus counteracting discrimination.