Business Support Administrator

Salary: Scale 5 (SCP 14-19) £29,540- £32,061 gross per annum (pro rata for part time contract)

Reports to: Business Support Manager

Location: Based at either Cookstown, Dungannon or Magherafelt. The post holder may be required on occasions to work at another council facility to meet the needs of the service.

Hours: Full Time: 37 hours per week

Monday to Friday 9.00am – 5.00pm.

The post holder may be required to work evenings, weekends and public holidays to meet the needs of the service.

Part Time: To be confirmed based on Vacancy:

*Casual: As and when required, but must be available to work between the hours of 9 am – 5 pm Monday - Friday

The council will retain a holding list of suitable candidates arising from this recruitment campaign, for any vacancies which may arise which are the same or similar and are of an equal grade of pay, for permanent, temporary, full time, part time vacancies. Such a reserve list will be compiled and held for a period of 12 months.

This campaign will also be used to fill vacancies for “Customer Services Advisor/Business Administrator” positions (permanent, temporary, full time, part time vacancies), where the key focus is providing a high level of customer service to the general public and operating the Council’s main switchboard, whilst providing an administration service to the Business Support function.

*Casual Customer Service Advisors/Business Administrators are required to provide a high level of customer services to the general public and operate the Council’s main switchboard.

Purpose and Function of Post

To provide a comprehensive administration service within the Business Support function/structure including the day-to-day management and control of services.

Principal Duties and Tasks Performed:

1.       Provide comprehensive secretarial and administrative support to a number of officers on a daily basis including acting as first point of contact for the department/public.

2.       Processing of applications, and queries in accordance with agreed operating procedures and systems.

3.       Provide an excellent standard of customer service to members of the public, other departments of the Council and external agencies via the telephone, email and face to face. This may include the provision of reception duties/cover as required.

4.       Process and maintain a range of data and document management systems, including checking for accuracy, upkeep of IT systems, transfer of data to other agencies in line with statutory or service level agreement requirements, preparation of reports, providing/ collating information in relation to FOI responses, duties associated with retention and disposal of records, and issuing of correspondence in line with departmental procedures.

5.       Maintenance of financial systems, to include recording and receipt of all monies (including credit card payments), bank lodgements, generating invoices, procurement systems and processes including E-Ordering, receiving and checking delivery of orders, maintaining stock control records, assisting with financial claims and budget monitoring in accordance with financial regulations and governance.

6.       Organise meetings, prepare agendas, take minutes and distribute all relevant documents.

7.       Assist in the delivery of departmental projects and events, as required.

8.       Preparation of papers and reports, actioning relevant recommendations and where requested, monitoring follow up and correspondence.

9.       Operate and monitor the Councils manual and computerised room booking systems in accordance with approved procedures.

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

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

12.   Provide support and office cover as required within the directorate which may require travel on occasion.

13.   To assist with staff inductions, work placement students, and training and development programmes in accordance with council policy and procedures.

14.   Comply with Mid Ulster District Council’s Health and Safety Policy and Codes of Practice and adhere to all equal opportunities policies and promote a positive approach to equality and diversity within the workplace. Act in accordance with the Code of Conduct for Local Government Employees.

15.   Such other duties as may be allocated with availability to perform duties outside normal working hours as required.

Please note: This job description is a broad picture of the post at the date of preparation. It is not an exhaustive list of all possible duties as it is recognised that jobs change and evolve over time. The post holder will be required to carry out any other duties up to and including the grade for the position offered as necessary to fulfil the purpose and function of the post.

Person Specification

1.0       Qualifications and Experience

1.1 Essential Qualifications and Experience

·     5 GCSE’s (Grades A-C) or equivalent including English Language and a numeracy based subject;

Applicants must provide specific and personal examples of having at least 1 year’s relevant experience in the following areas:

·     Experience of administrative duties

·     Proficiency in the use of I.T systems- including a working knowledge of Word Processing and Excel

·     Experience of dealing with the general public

·     Excellent verbal and written communication skills