Administration Assistant

KEY PURPOSE OF THE JOB:

Responsible for carrying out a full range of clerical, secretarial, administrative and customer service duties within the Unit, administering all memberships for Lagan Valley Leisureplex and across Sports Services, assisting in the sales and marketing of Leisureplex facilities and services.

The post holder will undertake additional duties as reasonably delegated by the Senior Retail & Administration Coordinator to address the needs and changing business requirements of Lagan Valley LeisurePlex and of Sports Services.

KEY DUTIES AND RESPONSIBILITIES

To assist in handling enquiries from the public, and to respond rapidly to agreed standards in order to maximise business, including confirming bookings, obtaining booking forms and obtaining contracts in line with Council policies.

Maintenance of computer systems, e.g. databases, spreadsheets including in-house booking system and general administration duties.

Administration of Vitality Memberships, inputting financial details, running reports, including Direct Debit rejections, Indemnity claims and anomalies in accordance with financial procedures. Administration of Private Swimming Teacher memberships, checking valid insurances and ensuring direct debit payments are up to date.

Assisting with the provision of an efficient customer service and dealing with written enquiries and telephone/personal calls from the public as required in accordance with Council Customer Care Standards.

Administration and organisation of 3G bookings, including obtaining booking forms, confirming bookings and raising invoice requests.

Administration of Council’s Accident Report forms, checking details and inputting information onto the Council’s Smartsheet system in line with LCCC policy and procedures.

Assist in the financial management of the petty cash and complete cash safe float checks on a daily basis.

Help ensure that the very highest standards of Health and Safety for both customers and colleagues are maintained at all times and that all relevant statutory Health and Safety requirements and Lisburn & Castlereagh City Council Health and Safety policies, procedures and work instructions are adhered to at all times.

Help ensure that all Child Protection and Vulnerable Adult legislation, published relevant guidelines and Council policies are complied with in the operation of the services and activities of the facility, to help ensure a safe environment for both customers and work colleagues.

Ensure compliance with Council policies and procedures and operate within the highest standards of management and personal behaviour, which reflect the core values and behaviours of the organisation.

Promote equality of opportunity and access in service delivery and in the employment of staff through the mainstreaming of equality within the Council.

Ensure the provision of high standards of customer care across all the services provided by the unit and promote and manage the service effectively and communicate in a way which enhances and promotes the public image and overall reputation of the Council.

Develop and enhance working relationships with relevant partners and stakeholders to maximise corporate and community planning outcomes and to generate innovation in service delivery.

Note:

The post holder should be aware that the responsibilities and functional areas of the post may be subject to change as a result of organisational change. The Council therefore reserves the right to change the duties of the post by adding to or amending the range of functional responsibilities. The post holder will be required to be flexible and adaptable to meet the changing needs and requirements of the organisation.

QUALIFICATIONS & EXPERIENCE

Qualifications

1.1 Five GCSE passes at grade A–C, NVQ Level 2 or equivalent.

Experience

1.2 One year’s experience in a customer service environment or receptionist post.

1.3 At least 2 years’ clerical/administrative experience to include:

• Word processing experience

• Dealing with the public in a working environment

Where applicants do not hold a qualification as outlined at 1.1 above, they must demonstrate a minimum of 4 years’ experience as outlined in 1.2.

Knowledge

• A practical working knowledge of Microsoft packages.

• Experience of working within an events booking office.

• Experience of administering membership databases.