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Business Support

Location Coleraine, County Londonderry
Sector
Job type Temporary
Salary Up to £9.25 per hour + holidays
Published about 1 month ago
Start date ASAP
Contact Ashleigh Lyle
Job ref BAAL1808BS_1629292692

Job description

Main Purpose of Post

  1. The post holder will carry out business support and administrative duties across the Leisure & Development Directorate, reporting to the Business Support Officer.
  1. The post holder will provide an efficient, professional and customer orientated service for visitors and staff to the Leisure & Development Directorate.
  1. The post holder may be asked to provide cover in any specific duty within the Directorate for any other member of the Business Support and Administration Team.
  1. Ensure that the department complies with all statutory and legislative requirements by adhering to these requirements and working in accordance with good governance and health and safety requirements.
  1. Ensure that all duties are carried out in a timely and effective manner and that confidentiality is maintained in all areas relating to the work of the Council.

MAIN DUTIES AND RESPONSIBITLIES:

Service Delivery

  1. Provide a comprehensive and confidential administrative service across the Leisure & Development Directorate to include compiling letters, mail-merge, memos, forms, reports, tenders, specifications, Licences, flyers, charts or graphs as necessary.
  1. Act as first point of contact for incoming telephone, email and mail enquiries for the service area, manage through prompt and appropriate response, screening, prioritising and redirecting as required.
  1. In the absence of Business Support staff within other service areas take telephone calls and messages and redirect as required.
  1. Implement administrative processes and procedures with regards to projects and management information requirements.
  1. Maintain filing/records management in line with the Council's Retention and Disposal Schedule. Ensure filing is carried out regularly.
  1. Maintain the highest standards of customer care across the Leisure & Development Directorate with potential and existing customers including receiving requests for service, enquiries and complaints. Process same and action or direct to appropriate Supervisor/Manager.
  1. Updating of ICT systems/databases.
  2. Process purchase orders, code and prepare invoices for payment; check costings against tenders and quotations; check calculations.
  1. Collect and receipt monies from the public in payment of Council services relating to the Leisure & Development Directorate. Prepare and reconcile weekly lodgments. Responsible for safe keeping of the cash boxes.
  1. Arrange meetings for various committees' attend same, prepare agendas for meetings, take minutes and distribution of the same as per Managers instructions.
  1. Assist with the preparation of events, meetings and functions including booking of rooms, administration, catering and any other associated duties.
  1. Prepare and check statistical and organisational data for management reports/budgets/ databases/spreadsheets, ensure deadlines are met.
  1. Collate contract documentation for tendering purposes.
  1. Review and maintain Council's website as required.
  1. Report on sickness, holiday and attendance of staff to the Business Support & Administration Manager.
  1. Open, process, distribute and record mail.
  1. Maintain supply of stationery for use within the Directorate.
  1. Collate and compile accurate data/reports for officers within the Department.
  2. Providing excellent customer service using all telecommunications available.
  3. Assist in training of new Business Support staff to the Directorate.
  1. Maintain effective communications and liaison within the Business Support and Administration Team in order to deliver the service within the Directorate.
  1. Build positive relationships with other staff and colleagues.
  1. In all areas of work promote a positive image of the Council

Essential Criteria

  1. Five GCSE's (Grade A- C) or equivalent, including English language and a numerical subject
  2. Be able to demonstrate by proving personal and specific examples two years experience in a busy multidisciplinary office environment.
  3. Competent use in word processing
  4. Competent in the use of the Microsoft Office Packages in particular, word, excel,outlook

Knowledge

  1. General administration duties, dealing with the public, cash handling and cash reconciliation, dealing with stock
  2. Experience of data inputting into workplace ICT systems/databases .
  3. Microsoft Office products to include Word, Excel, Powerpoint and Outlook

Temporary ongoing role to start immediately if you are interested please call Ashleigh 028 25642699 or email cv to Ashleigh.lyle@staffline.co.uk

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