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Job description

To provide a comprehensive and flexible administrative Business Support Service working across a range of Council functions/departments as required, this will include implementing and maintaining business support service standards and providing an excellent standard of customer service for internal and external customers. To contribute as team member to the provision of a modern, professional, high quality and responsive business support and customer focused service to support the Corporate and Business Plans of Newry, Mourne and Down District Council.

Responsibilities

• Provide comprehensive administrative and secretarial support to a number of Council Officers on a daily basis including acting as point of contact for a service or department.
• Provide seamless confidential business support and administrative cover working cross departmentally as required within the Business Support Service.
• Provide business support to agreed service standards and standard operating procedures to ensure the highest standards of work, including effective and efficient turnaround times and work prioritisation.
• Process and record applications, system transactions and queries in accordance with approved operating procedures.
• Provide an excellent standard of customer service, including reception services and liaison with other departments of the council, external agencies and members of the public. This will include taking ownership of customer queries and complaints.
• Provide advice and information to colleagues and customers on business support processes.
• Process and maintain a range of data and document management systems, this will include filing, archiving, retrieval, research, checking for accuracy, transfer of data to other agencies in line with statutory or service level agreement requirement.
• Prepare papers and reports actioning recommendations and maintaining follow up and manage correspondence in accordance with departmental procedures.
• Process financial transactions, to include recording and receipt of all monies (including credit card payments), bank lodgements, updating financial records, generating and processing invoices for authorisation, purchasing goods and/or services,
• maintaining stock control records, assisting with financial claims and budget monitoring in accordance with financial regulations and governance.
• Operate and monitor the Council's manual and computerised booking/requisition systems in accordance with approved procedures.
• Acknowledge correspondence received and draft, issue and respond in accordance with departmental procedures and agreed timescales.
• Organise meetings, prepare agendas, service meetings, take minutes, distribute all relevant documents, action recommendations and maintain follow up as required.
• Assist in the delivery of departmental projects and events, as required.
• Assist in the maintenance of relevant Business Support Systems and Quality Management Systems including monitoring and review of systems and implementing improvements as directed.
• Provide peer support with staff inductions, work placement students, training and development programmes in accordance with Council policy and procedures.
• Contribute to all aspects of service delivery within the Business Support Service, delivering high quality and cost effective services. Performance Improvement.
• Keep up-to-date with changes and amendments to relevant and allied procedures including areas of best practice relating to the post holder's service area.

Skills and Qualifications

Essential Skills

• Grade C or above in at least 4 GCSEs or equivalent qualification one of which must be GCSE English Language or equivalent and one of which must be a GCSE in a numerate subject or equivalent.
• And At least 12 months’ previous work experience in the following areas: Customer service (internal and/or external customers) Administrative duties which included typing of letters, reports etc., and filing.
• Or In lieu of qualifications at least 24 months’ previous work experience in the following areas: Customer service (internal and/or external customers) Administrative duties which included typing of letters, reports etc., and filing.
• At least 6 months’ previous work experience in the use of a Management Information System.
• Be able to demonstrate competence in use of e-mail and Microsoft office applications including word, excel.
• Good oral/written communication and interpersonal skills.
• Ability to work as part of a team.
• Hold a full current driving licence and access to transport, or access to transport to meet the requirements of the post.