Administrative Assistant

Human Resources & Organisational Development

JOB PURPOSE:

The successful applicant will provide the necessary administrative services within the Human Resources and Organisational Development Department and provide a high level of customer service to all users. The duties of this post will include dealing with the public, employees and casual workers, telephone calls and visitors, liaising with other Council Departments, confidential/sensitive information, maintaining computer and other records, filing, typing, photocopying and providing general secretarial support

MAIN DUTIES AND RESPONSIBILITIES:

Provide a full range of administration support and advice for all HR activities in relation to the recruitment and selection process to include but not limited to:

• Produce all recruitment documentation;

• Input applicants on personnel system;

• Prepare interview documentation;

• Organise all facilities necessary for interviews e.g. room booking, room set up etc.

• Deal with first level enquiries from job applicants;

• Check and photocopy all documentation provided by candidates;

• Ensure all pre-employment checks are satisfied prior to issue of offer letter;

• Process AccessNI checks;

• Prepare all correspondence for unsuccessful candidates;

• Ensure recruitment files are complete and PAMS is up to date at completion of recruitment exercise;

• Process probationary reports.

Make all necessary administrative arrangements regarding new employees eg. preparation of handbooks, induction packs, policies & procedures, new start forms, flexi records and creation of new personal files.

Liaise with line managers to ensure necessary induction procedures are completed and appropriate documentation is completed and filed.

Liaise with Payroll in relation to new starts, leavers and fixed term contracts, provide all necessary documentation in a timely manner and resolve queries.

Calculate annual leave entitlements and issue leave cards.

Maintain, manage, amend and update computerised and manual personnel record systems in accordance with the Council’s Retention and Disposal Policy and General Data Protection Regulation (GDPR) requirements.

Maintain an up-to-date database of casual workers, produce reports and deal with queries.

Advise new employees on how to operate time recording system and be the first point of contact for any queries.

Operate the computerised purchase ordering system within the Department. Process monthly accounts and liaise with suppliers as required. Ensure that all invoices are paid in accordance with the Council’s targets.

Organise and co-ordinate work experience placements and assist in the organisation of and/or represent the Council at school liaison initiatives.

Undertake clerical and secretarial duties including word processing, filing and photocopying.

Receive and deal with incoming mail in accordance with departmental procedures.

Participate in cross-departmental working groups, as requested.

Undertake any other relevant duties that may be required and are commensurate with the nature and grade of the post.

Building Control

JOB PURPOSE:

The postholder will act as part of an administrative team, providing a confidential administration service to the Department.

MAIN DUTIES AND RESPONSIBILITIES:

Provide comprehensive secretarial and administrative support to a number of officers on a daily basis including act as first point of contact for the department, processing and creation of applications, document management systems and queries in accordance with agreed operating procedures and service level agreements.

Process a range of data including checking for accuracy, upkeep of IT systems, transfer of data to other agencies in line with statutory or service level agreement requirements and preparation of reports and issuing of correspondence in line with departmental procedures.

Participate in the maintenance of relevant Quality Management Systems including monitoring and review of systems and implementing improvements.

Have a technical knowledge of Architectural drawings for the purpose of processing applications.

Responsible for validation and processing of property certificates to ensure targets are met and kept up to date. Liaise with other Departments involved in the processing of same. Advise solicitors and deal with any associated queries.

Recording and receipting of all monies (including card payments), refunds/credit notes in accordance with financial regulations including maintaining records for internal and external audit purposes.

Carry out inspection invoicing and issue invoices with a high degree of accuracy. Checking for invoice payments within the Finance system prior to issuing completion certificates.

Determination of fees for minor works applications in line with the Building Regulations legislation and provide guidance on completing same.

Operate the Council’s computerised Purchase Ordering system with a working knowledge of the Finance system.

Assist with administering the postal numbering and street naming system within the department and liaise with external bodies for the creation of USRNs.

Participate in the upkeep of the ‘Pointer’ and ‘GIS’ databases including plotting properties and entering new addresses ensuring accuracy of X & Y Co-ordinates.

Provide support in the administration of data transfer to the Land and Property services, i.e. assist in the processing of address queries and new house survey information, vacant domestic and non-domestic buildings and information regarding commencements and completion notices.

Assist with the training of new business support staff on dedicated building control systems and procedures.

Co-ordination of various projects including preparation of papers, reports, statistics, actioning recommendations and monitoring follow up and correspondence.

Participate in departmental and cross department working groups and teams as required.

Ensure an excellent standard of customer service including reception and liaison with other departments of the Council, external agencies, professional bodies and members of the public.

Estate and Assets

MAIN DUTIES AND RESPONSIBILITIES:

Comprehensive day to day administrative support to include; acting as first point of contact for the function, creating/maintaining databases, filing, preparation of reports, correspondence, documents, presentations, printing, managing incoming/outgoing mail, receiving and directing of telephone calls.

Assist with the effective and efficient daily management of the Building Maintenance Site Helpdesk and Minor Work Requests System including; logging and monitoring work requests, liaising with relevant maintenance staff, keeping stakeholders updated, reporting on tasks through to completion, collation of data measured against agreed KPIs etc.

Liaise with other departments within the Council to ensure all administrative and financial matters are dealt with efficiently and effectively.

Provide administrative cover and customer service support to other Council service areas as required.

Deal with enquiries and complaints in line with Council’s Complaints Handling Policy. Screen and direct calls as appropriate and log within the Department’s data management system.

Assist Officers in maintaining accurate records and systems including, collecting, reviewing, collating and presenting information to management, ensuring files/documents are held and maintained in line with Statutory, Service and Council requirements.

Schedule and organise meetings, including preparation and distribution of accurate records in the form of notes and minutes as instructed and within agreed timescales.

Undertake research required and obtain information to help in the preparation of Freedom of Information responses and corporate complaints for the Service area, ensuring that FOI obligations and Complaints Procedure requirements are met.

Operate the Council’s computerised Purchase Ordering system including: raising requisitions as requested by officers, marking goods received and ensuring efficient and timely processing of invoices in accordance with financial regulations. Undertake checks and audits, working closely with technical officers for their approval and maintaining records for internal and external audit purposes.

Develop and maintain records and assist with analysis of financial data and financial reports, reconciling financial data and verification expenditure in accordance with financial regulations.

Research and collate data including preparing papers, developing reports, and statistics as requested and monitoring follow-up correspondence.

Assist Technical and Procurement Officers with the tender and quotation process in line with Council’s Procurement Policy, including collation of information and preparation of tender documents.

Ensure an excellent standard of customer service including reception and liaison with other departments of the Council, external agencies, professional bodies and members of the public.

Participate in departmental and cross-department working groups and teams as required.

Be flexible and collaborative and actively support all colleagues and other activities or processes which impact on the performance of the Service.

Undertake any other relevant duties that may be required and are commensurate with the nature and grade of the post.

Community Development

MAIN DUTIES AND RESPONSIBILITIES

Operate the computerised finance system ensuring that requisitions, orders, GRNs and invoices are processed in accordance with Council procedures and that all necessary supporting documentation is completed.

Liaise with appropriate personnel regarding verification, payments and auditing procedures and complete purchase order requisitions for services.

Input FAP grant payments onto the finance system for approval, in an accurate and timely manner, and process all documentation in accordance with financial and Council policy and regulations.

Provide secretariat support for meetings, to include attendance at meetings, making the associated arrangements, preparation and distribution of notice of meetings, minutes, agendas, supporting documentation and initiating and processing actions.

Provide administrative support to the Financial Assistance Programme to include:

• Word processing of documentation, including committee reports, correspondence, and presentations.

• Creating and maintaining confidential, accurate and up to date records including databases, spreadsheets, information and administration systems.

• Filing.

• Receiving, recording and distributing incoming mail and dealing with outgoing mail.

• Receiving and directing of telephone calls.

• Maintaining and ordering stationary as required.

Assist with the preparation and maintaining of financial information including budgets and statistical reports for Council and funded programmes.

Act as first point of contact for queries and complaints in relation to the Financial Assistance Programme, offering support as appropriate or referring queries to officers as necessary.

Identify and prioritise tasks on an ongoing basis, exercise confidentially in all matters and operate within a political environment.

Assist with the overall development and implementation of financial and administrative quality improvements within the Department.

Undertake any other relevant duties that may be required and are commensurate with the nature and grade of the post.

Environmental Services

MAIN DUTIES AND RESPONSIBILITIES:

Provide an administrative service for the Environmental Services Department, including word-processing, use of IT systems, receiving and receipting payments for supplies and services, opening, sorting and distributing mail, photocopying, filing, e-mailing and ordering and maintaining stationery.

Act as first point of contact for the receipt and initial assessment of service requests and enquiries in relation to the Environmental Services functions and the re-direction of customer requests/complaints to other internal/external departments as appropriate, using the Council’s Customer Care system.

Record complaints for the Department using Council’s internal Corporate Complaints Handling Process for Environmental Services, liaise with officers and update records accordingly.

Record and process a range of applications across the Environmental Services functions including trade waste invoicing, receiving and checking associated