Administrative Officer

Job description

Vanrath are recruiting for an Administrative Officer on behalf of a large public sector body in Craigavon on a temporary basis.
What's in it for you?

• 37 hours 9m to 5pm (A flexible working hours scheme is in operation)
• Craigavon area, (postholder may be required to work at other locations across the Borough)
• Temporary
• Scale 4 £14.12ph

About your next employer
To provide confidential and comprehensive administration support. The post will require a high level of customer service and ability to deal with and resolve issues using personal and professional judgement, building relationships with internal and external officers at all levels promoting the profile of the Council.

• 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.

Esssential:

• 5 GCSEs (Grades A-C) including Mathematics & English Language or equivalent

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

• Word processing documents;
• Data input;
• Minute taking;
• Record keeping;
• Administration of accounts/invoices;
• Dealing with confidential/ sensitive information.

Desirable :

• Two years' relevant administrative experience in each of the following:

• Word processing documents;
• Data input;
• Minute taking;
• Record keeping;
• Administration of accounts/invoices
• Dealing with confidential/ sensitive information