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Job description

The Fleet Admin Support Officer will provide administrative, clerical and secretarial support to the Libraries NI Assets Management Team in its provision of procurement, management and delivery services relating to Libraries NI’s land, property and vehicles.

Responsibilities

• Assets Management Processes To operate the property maintenance helpdesk function for Libraries NI including answering phone calls and e-mails.
• Health and Safety Receive accident and incident reports from libraries and other buildings in the estate together with vehicle accidents.
• Invoicing Using the call logging system check invoices received against calls raised, process and forward to Asset Manager for approval.
• Raising Orders Monitor consumables required to service the assets office.
• Utilities Manage Outlook inbox to gather information from each library or building in the estate for monthly meter readings for gas and electricity and submit to the appropriate utility provider for the accurate billing of utilities.
• Assets Disposal Receive asset disposal forms from libraries and other properties in the estate and present to the Assets Manager for completion.
• Administrative Support Provide administrative, clerical and secretarial support to the Libraries NI Asset Manager, Assets Officer, Fleet Manager and Capital Project Manager.
• Staff Development Attend and participate in training and staff development programmes in compliance with Libraries NI Staff Development Policy, including Staff Appraisal.
• To be able to work in a busy and demanding environment to achieve all relevant deadlines.

Skills and Qualifications

Essential Skills

• Five GCSE/GCE O levels at grades A- C or equivalent, including English and Maths OR equivalent/ higher relevant qualification.
• Two years' relevant experience working in an administrative role.
• Proficiency in the use of Microsoft Office or equivalent to include the word processing of documents; Microsoft Outlook/email and experience of producing information using Microsoft Excel/spreadsheets.
• A proven ability to successfully prioritise and manage a range of tasks within required timeframes.
• A proven ability to work in a team environment and deal with a wide range of internal and external customers.
• Good interpersonal, oral and written communication skills.

Desirable Skills

• OCR/RSA Level 2 typewriting or word processing (parts 1 & 2) or equivalent or higher qualification OR equivalent IT qualification.
• Experience of working in an Assets Management or Property Management Department.

Further Information

Salary: £25,583 - £25,989 per annum pro rata NJC SCP 5-6 Location: Assets Lisburn City Library