Facilities Support Officer

MAIN DUTIES AND RESPONSIBILITIES

Responsible for print room workflow, activities and operations. Receive, assess and prioritise multiple job orders, plan, schedule and complete assignments to ensure compliance with set standards of work production and agreed timeframes.

Responsible for maintenance of printing equipment, make minor repairs to and clean equipment, communicate major breakdowns or problems to the service provider ensuring prompt repair. Ensure safe work practices and methods while following safety regulations and practices in the operation and servicing of equipment.

Assist the Senior Administrative Officer to provide confidential, comprehensive, diverse and professional administration within the department, ensuring a fully efficient and effective service and a high level of customer service.

Responsible for advice and records on copyright legislation and information.

Provide the Finance section with quarterly reports detailing photocopying usage and costs on a departmental basis for recharging. Provide postal reports detailing costs to appropriate departments in line with budgetary requirements, as required.

Provide a corporate, comprehensive and confidential administrative service to include the management of incoming and outgoing mail, franking, filing, answering incoming calls, typing, photocopying, binding and dispersal of confidential documents, in line with the Council’s retention and disposal policy.

Order and maintain supplies for the post/print room and ensure appropriate storage.

Adhere to the Council’s Data Protection Policy and GDPR guidelines.

Ensure an excellent standard of customer service, liaising with other departments of the Council, external agencies and members of the public.

Responsible for receipt of all cash relating to post/photocopying in accordance with financial regulations.

Responsible for appropriate training as and when required.

Cover for the Receptionist and Facilities Support Officer (Stationery) as and when required, operating the online Finance system for the corporate ordering of office stationery, print supplies and office furniture.

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

Qualifications and Training

• Five GCSEs (Grades A–C) or equivalent/comparable qualifications, including English Language and Mathematics.

Applicants must list all subjects, grades and levels attained.

Experience

• One year's relevant administrative experience, including one year's experience in each of the following:

▪ Dealing with the public in a customer service capacity.

▪ Data input.

▪ Record keeping.

▪ Cash handling experience.

▪ Experience of dealing with confidential/sensitive information.

• One year's experience of using Microsoft Office applications, including Microsoft Word and Excel.

Key Skills, Knowledge & Attributes

• Effective communication and interpersonal skills.

• Ability to organise and prioritise work.

• Effective team worker.

• Ability to undertake multiple tasks with minimal supervision.

• Ability to work under pressure.

• Ability to act on personal initiative and take decisions within agreed guidelines.

• Ability to exercise tact and discretion in relation to confidential matters.

• Customer focused.

Working Arrangements / Flexibility

30 hours per week, Monday to Thursday, 9:00 am – 5:00 pm.

A flexible working hours scheme is in operation. The postholder may be required to work additional hours and outside normal working hours to meet the needs of the post.