Facilities Support Officer

Hours: 37 hours per week, Monday – Friday 9.00 am – 5.00 pm. A flexible working hours’ scheme in operation. The postholder may be required to work additional hours and outside normal working hours to meet the needs of the post.

MAIN PURPOSE OF JOB:

Committing to the one-team ethos, you will be flexible and collaborative and you will actively support all colleagues and other activities necessary to deliver the service objectives.

The post holder will provide a confidential and professional administrative service within Facilities Support unit and the wider Department as required.

MAIN DUTIES AND RESPONSIBILITIES

Provide high quality comprehensive secretarial and administrative support on a daily basis including acting as first point of contact for the function, processing, document management systems and queries in accordance with agreed operating procedures and service level agreements.

Assist with the processing of a range of data including checking for accuracy, upkeep of IT systems, and preparation of reports and issuing of correspondence in line with departmental procedures.

Assist with research and collation of data including preparation of papers, reports, statistics, actioning recommendations and monitoring follow up and correspondence.

Maintain accurate filing and document control systems, including IT systems databases and document management systems to ensure accuracy for mobile and tablet contracts, photocopiers, access controls and staff uniforms.

Operate the Council’s computerised Purchase Ordering system including raising requisitions, purchase order numbers, marking goods received and assist with the payment of invoices in accordance with Council Policy and Procedures, Financial regulations including maintaining records for audit purposes.

Act as first point of contact for staff regarding issues relating to mobile phones, landlines, photocopiers, access cards and corporate staff uniforms, including ordering and distribution of same.

Operate the Call Management System to track and log calls. Compile reports for internal investigations and departmental analysis of performance indicators.

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

Assist the Corporate Facilities Manager with raising work requests via Maintenance Helpdesk system and tracking of outstanding requests.

Assist with compiling of freedom of information requests in line with Council policies/procedures.

Provide administrative cover, including reception, as and when required, to meet the needs of the service ensuring a high level of customer service is maintained.

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

Collation of necessary departmental paperwork for the submission of licences e.g. PPL, PRS, Entertainment & Liquor.

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

Qualifications and training

• Five GCSE’s (Grades A – C) or equivalent/comparable including English Language and Mathematics.

*Applicants must list all subjects, grades and level attained

Experience

• One year’s relevant administrative experience to include one year’s experience in each of the following:

▪ Dealing with internal and external supplies and stakeholders;

▪ Data input;

▪ Record keeping;

▪ Cash handling experience;

▪ Experience in the administration of accounts/invoices;

▪ Experience of dealing with confidential/ sensitive information.

▪ Using Microsoft Office applications including Microsoft Word and Excel.

Key skills, knowledge & attributes

• Effective communication and interpersonal skills

• Able 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

37 hours per week, Monday – Friday 9.00 am – 5.00 pm. A flexible working hours’ scheme in operation. The postholder may be required to work additional hours and outside normal working hours to meet the needs of the post.