Welcome to the Municipal Executive Office

Here you will work alongside colleagues in the departments of communication, HR, IT, finance, procurement, and real estate, as well as the departments of quality and planning, safety and sustainability, and the secretariat. The Municipal Executive Office also houses the organizations for business and destination, as well as shared services. The Municipal Executive Office is the link between the decisions of our elected representatives and all municipal operations. Our mission includes coordinating and driving overarching issues related to democracy, community and business development, as well as ecological and social sustainability.

For more information about working in Uppsala Municipality, visit https://www.uppsala.se/jobb/ (https://www.uppsala.se/jobb/)

Are you the one who is always one step ahead and makes things happen? We are now looking for a structured and self-driven administrator who wants a key role in our central registry. Here you will have a broad and varied assignment with great responsibility, where you will be a close support in the management work and contribute to the functioning of an important community service every day.

Since 2015, Uppsala Municipality has had a central registry, organized within the secretariat department. The department's mission is to provide support to the entire municipal group – from administrations and municipal companies to elected representatives. Within the registry unit, we are just over 30 employees working at the heart of the municipality's information flow. We are now looking for an experienced and self-driven administrator who wants to be a key person in our operations. This position is a fixed-term employment until 2026-08-31. With us, you will have a varied and responsible assignment where you create structure, provide qualified administrative support, and ensure that everyday operations run smoothly. You will work independently, with great trust, and contribute to both managers and employees being able to focus on their core tasks.

We place great importance on collaboration, support, and knowledge exchange – and we constantly strive to improve our working methods in line with digitalization and changing needs. Our goal is to ensure the quality and accessibility of information in a legally secure manner, thereby meeting the needs of our operations and the public's right to transparency. Here you can read more about the registrars' mission and the operations you will be an important part of: https://www.uppsala.se/jobb/ekonomi-juridik-administration/registrator/ (https://www.uppsala.se/jobb/ekonomi-juridik-administration/registrator/)

Job Description

In the registry unit, your main task is to create structure, coordinate, and provide qualified administrative support to both managers and employees. You will be an important part of the administrative backbone of the operation, and as a natural part of the work, you will have contact with colleagues and other operations within the municipality. We are looking for someone who is one step ahead, identifies needs, and ensures that tasks are completed. You thrive in a role where you relieve, create order, and are the one who makes the operation run smoothly. This is a role for someone who is confident, self-driven, and used to taking responsibility. Your tasks include:

• Providing qualified administrative support to the area manager and unit managers.
• Handling mail and invoices (review and coding).
• Ordering goods, workplace equipment, licenses, and training.
• Administering permissions and subscriptions.
• Being the web editor for the unit's pages on the shared intranet.
• Taking meeting notes and supporting meeting administration.
• Handling administrative tasks related to the introduction and termination of employees.
• Being management support in Heroma (schedules, recording absences, etc.).

Qualifications

We are looking for someone with several years of experience in providing qualified administrative support. You need to have good computer skills and experience working in administrative systems, as well as good knowledge of Microsoft 365. Previous experience in management support is required. The position requires you to communicate fluently in Swedish, both spoken and written. Experience working with administration in public operations is an advantage.

You take initiative, drive processes forward, and create results. You take responsibility for your tasks, structure your work approach, and work independently to achieve set goals. As a person, you adapt quickly to changing circumstances and see opportunities in change. In collaborations, you are attentive, flexible, and constructive – you communicate clearly, listen actively, and handle challenges in a solution-oriented manner. You are calm, attentive, and accommodating in your interactions. You build and maintain good relationships and meet others with calmness, attention, and a willingness to help. You thrive in a role where you contribute to well-functioning solutions and are a service-oriented contact point for those around you.

Inquiries

If you have questions about the position or the recruitment process, please contact: Fredrik Mejster, unit manager, 018-727 98 42.

Union representatives: Vision, Liselotte Ehn, 018-727 49 49. Akademikerförbundet SSR, Camilla Ahlsén Hoff, 018-727 24 34.

If you have questions regarding the registration of your application, please contact the recruitment area: 018-727 12 86.

In your application, you should state your citizenship. If you are not a citizen of Sweden, the EU, EEA, or Switzerland, you must also be able to prove that you have a valid work permit or are exempt from the requirement to have a work permit. Employment can only occur after verification of the work permit, which is required according to the Aliens Ordinance.

Employment with Uppsala Municipality may involve a military placement.