Reprographics & Admin Officer - Ballymena - £11.81ph - Mon-Frid 9am-5pm 37hpw - Ongoing Temp

MAIN PURPOSE OF THE JOB

Deliver a customer focused reprographics service for the Council.

Deliver a customer focused stationery, office equipment and paper supplies ordering service for the Council.

Assist in the coordination of a 'mail room' facility for the Councils Ardeevin site.

Work as a member of the Corporate Governance team to ensure delivery of the agreed Corporate Governance objectives as set out in the Departmental Plan and the Corporate Plan.

MAIN DUTIES AND RESPONSIBILITIES

1. Service Delivery

• Perform desktop publishing, printing, photocopying, binding, master preparation and associated duties, as required.
• Liaise with other Council services to meet deadlines and ensure effective communications with the staff involved.
• Provide advice on the reprographics service and options available.
• Responsible for ordering of centralised stationery, office equipment and paper on behalf of Council Departments which are below procurement thresholds.
• Research bespoke specialist stationery and gifts through liaison with Council suppliers.
• Ensure the maintenance of adequate central reprographics stock levels, ensuring that stock is accounted for and held securely and provide stocktakes as required in liaison with the Finance service.
• Assist in receiving, sorting and distributing parcels for the Council's Ardeevin site.
• Responsible for the external mail service including mail franking, booking of bulk collection mail as well as the purchase and provision of stamps, ensuring appropriate records are available.
• Provide administrative services within the Reprographics section of Council.
• Maintain a register of all work completed.
• Attribute reprographics costs to Council service areas through recharging, where appropriate
• Produce reports for the Corporate Governance Manager required for performance reporting, as required.
• Prepare and copy information, documentation and training materials relating to the Corporate Governance service.
• Implement Corporate Governance policies and procedures pursuing best practice, continual improvement and innovation including initiatives such as Digital Transformation.
• Provide support to the Head of Corporate Services, as required.

2. Quality
   • Adhere to and comply with all Council policies and procedures relevant to this role, including arrangements for health and safety and risk management.
   • Ensure effective controls assurance and risk management strategies are implemented within the Department and contribute to the Council's compliance with its corporate governance requirements.
3. Performance Improvement
   • Participate in the formulation, implementation and evaluation of the Department Business Plan and relevant Service Plans responding to changing trends and citizen needs.
   • Achieve high standards of personal performance, through meeting agreed personal targets and undertaking planned programmes of professional development.
   • Examine opportunities to gain efficiencies and improve effectiveness including collaborative partnerships, joint working and other innovative approaches to achieve best value in the use of public money.

ESSENTIAL CRITERIA;

Applicants must:

Have a minimum of 5 GCSEs to include English Language and Maths (grade C or above) or equivalent qualifications to demonstrate literacy and numeracy

AND

Be able of demonstrate, by providing personal and specific examples, a minimum of two years' administrative experience in a busy office environment, to include:

• the ability to deal efficiently with large volumes of work; and
• successfully prioritising competing demands.

Alternatively, consideration may be given to candidates who do not possess the required GCSE qualifications but who can demonstrate, by providing personal and specific examples, a minimum of four years' administrative experience in a busy office environment, to include:

• the ability to deal efficiently with large volumes of work; and
• successfully prioritising competing demands.

AND

A qualification that demonstrates competency in working with office technology ie Word Processing or Typewriting.

KNOWLEDGE;

Competent in the use of Microsoft Office to include: Word, Excel and Outlook.