Administration Assistant

KEY PURPOSE

Provide day to day clerical support services for the Planning Department, maintain Management Information Systems and responsible for bank lodgements and financial procedures.

DUTIES AND RESPONSIBILITIES

1. Provide administrative support services to the planning technical team including drafting letters, memos, reports, photocopying, and filing. scanning, printing photocopying, and uploading documents and data entry

2. Responsible for the information management on the planning portal including recording, scanning, amending, updating and deleting information.

3. Preparing advertisements of planning application for the public domain

4. Provide first point of contact for information service and deals with customer routine enquiries. Carry out reception duties when required.

5. Deals with queries from the NI direct access telephone service for customers who submit planning queries.

6. Creates planning application files and prepares the relevant documentation for the files for the planning technical team.

7. Responsible for the safety of cash in an open environment and security of the monies received. Record money and fee from customers in the registry book

8. Accountable for all day to day finance procedures including reconciliation and security of all monies and adherence to all financial management procedures including discrepancy reporting, preparation of refund authorisations and lodgement process.

9. Undertake general administrative functions including, invoicing, collation of reports, data input and processing.

10. File retrieval and record management which includes off site storage

11. Participate in and ensure compliance with all Council policies and procedures and operate within the highest standards of personal behaviour which reflect the core values of the organisation.

12. Ensure full compliance with Health and Safety requirements and legislation in accordance with Council’s Policies and Procedures.

13. Undertake any other duties appropriate to scale, which may be required from time to time.

14. Comply with and actively promote the Council’s policies and procedures on all aspects of equality.

The postholder should be aware that the responsibilities 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 responsibilities. The postholder will be required to be flexible and adaptable to meet the changing needs and requirements of the organisation.

Qualifications/Experience

Minimum of 5 GCSE’s at Grade C or above or equivalent level of qualification

Two years’ demonstrable administrative experience in all of the following areas:

• Dealing with the public and responding to enquiries from a range of stakeholders

• Data input

• Cash handling to include processing invoices and preparation of bank lodgements

• Record management and file retrieval

Technical Competencies/Knowledge

• Working knowledge and application of Microsoft Office packages to include word, excel and using emails and internet.

• Working knowledge and application of data protection legislation.