Administrative Assistant

A reserve list may be made from this recruitment, from which appointments may be made within the next 12 months across all services areas.

Main Purpose of Job

The postholder will provide a comprehensive range of administrative and clerical support to a nominated service area in accordance with procedures and guidelines.

Duties and Responsibilities

• Support the service through the provision of efficient and effective administration support to include producing reports and general correspondence, dealing with enquiries, filing, recording information and processing data.

• Screen, redirect and deal with correspondence for example, incoming telephone calls, emails, and deal with enquiries in relation to all key areas of work within the department.

• Provide administrative support as directed in relation to specific reports or projects.

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

• Organise meetings and events e.g., scheduling, issuing invitations, establishing numbers attending, booking suitable accommodation, venue, food etc.

• Attend and provide support for meetings and working groups, including preparing agendas, taking minutes, producing timely, accurate written records in the form of notes and minutes as instructed and within agreed timescales. This duty will require attendance in person at alternating venues between Fermanagh and Omagh with evening hours subject to service needs.

• Ensure that the Council’s procurement procedures are adhered to in respect of raising of purchase orders and associated expenditure in relation to a range of service area functions. Check invoices, claim forms and process accounts for payment.

• Provide research and administrative support for service area programmes of work and projects as required.

• Make optimum use of Information Technology in the production of all letters, reports, papers, and research and in carrying out the range of duties attached to the service.

• Assist in developing and implementing appropriate management information systems for the assigned service areas and ensure that all relevant data is accurately recorded.

• Provide administrative and customer support to other areas in the Directorate and assist with reception on a cover basis as required.

General

• To comply fully with all Health and Safety at Work legislation in accordance with the Council’s Health and Safety at Work policy and all associated procedures and guidance.

• To comply with all the Council’s Policies and Procedures including the Employee Code of Conduct and the Employee and Councillor Working Relationship Protocol.

• To promote the Council’s equal opportunities policies and avoid all forms of discrimination as an employer and a service provider.

• To implement all Financial and Procurement policies and procedures.

• To comply with employee responsibility in relation to all records held, created or used as part of the Council’s business. All records, paper or electronic, are public records and accessible by the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004 and the Data Protection Act 1998.

• Undertake the duties of the post at all times in a manner that enhances and promotes the positive image of Fermanagh and Omagh District Council.

• The above list should not be seen as an exhaustive list of duties and the postholder will be expected to undertake other relevant duties, as required, consistent with the level of the post. The postholder will be expected to be flexible and adaptable to meet the changing needs and requirements of the organisation. The above list should not be seen as an exhaustive list of duties, and the postholder will be expected to undertake other relevant duties, as required.

Essential Criteria

Possess a minimum NVQ Level III qualification or equivalent and one year relevant experience within an office environment

OR

In the absence of a qualification applicants must hold a minimum two years relevant experience within an office environment

Relevant experience must include evidence of:

a) Administrative experience in an office environment.

b) Communicating with a range of internal and external stakeholders both orally and in written format.

c) Working on own initiative and as part of a team.

d) Ability to cope under pressure and work to deadlines.

Competency in the use of Information Technology for administration purposes e.g., Email, Microsoft Office Packages i.e. Word, Excel, Access, PowerPoint

Access to transport to meet the needs of the post

Salary

Scale 4; SCP 9-13; £27,254 - £29,064 per annum

The postholder will be paid monthly into their bank or building society account.

Employment of People with Convictions

The Council’s policy on Employment of People with Convictions and A Code of Practice is available to all applicants to download under related documents. The level of check required is a basic disclosure.

A criminal record will not necessarily be a bar to obtaining a position.

Fermanagh and Omagh District Council complies fully with Access NI’s Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosure Applications and Disclosure information. We also comply fully with our obligations under the General Data Protection Regulation and other relevant legislation pertaining to the safe handling, storage, retention, and disposal of Disclosure information. Access NI Code of Practice can be obtained from www.accessni.gov.uk

. Once the retention period has elapsed, the HR service will ensure that any disclosure information is immediately destroyed by secure means. Access NI have published a Privacy Notice on the Department of Justice website which can be found at https://www.justice-ni.gov.uk/publications/ani-privacy

General

A relevant test or assessment may be required as part of the selection process.

A reserve list may be made from this recruitment from which appointments may be made within the next 12 months across all services areas.

The appointment will be subject to:

a) Satisfactory references from two referees (one of which should be from the present or previous employer).

b) The terms and conditions of employment of Fermanagh and Omagh District Council.

c) A satisfactory standard of attendance, conduct and performance in carrying out the duties of the post.

d) The satisfactory completion of a probationary period of six months and an interim probationary period of three months.

e) A satisfactory receipt of a Basic Access NI Disclosure Certificate.

f) The terms of the Northern Ireland Local Government Pension Scheme.

g) The production of evidence of educational and or professional qualifications as listed on the Application Form.

h) A medical report by the Council’s Medical Examiner which confirms fitness for employment in the position.