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Job description

To provide a comprehensive administration service within the implementation of the Sperrins Future Search Action Plans Business Support function/structure including the day to day management and control of services.

Responsibilities

• Provide comprehensive secretarial and administrative support to a number of officers on a daily basis including acting as first point of contact for the directorate/public.
• Process applications, and queries in accordance with agreed operating procedures and systems.
• Provide an excellent standard of customer service to members of the public, other departments of the Council and external agencies via the telephone, email and face to face.
• Process and maintain a range of data and document management systems, including checking for accuracy, upkeep of IT systems, transfer of data to other agencies in line with statutory or service level agreement requirements.
• Preparation of reports, providing/ collating information in relation to FOI responses, duties associated with retention and disposal of records, and issuing of correspondence in line with procedures.
• Maintenance of financial systems, to include recording and receipt of all monies (including credit card payments), bank lodgements, generating invoices, procurement systems and processes including E-Ordering.
• Receiving and checking delivery of orders, maintaining stock control records, assisting with financial claims and budget monitoring in accordance with financial regulations and governance.
• Organise meetings, prepare agendas, take minutes and distribute all relevant documents.
• Assist in the delivery of departmental projects and events, as required.
• Prepare papers and reports, actioning relevant recommendations and where requested, monitor follow up and correspondence.
• Operate and monitor the Councils manual and computerised room booking systems in accordance with approved procedures.
• Participate in the maintenance of relevant Quality Management Systems including monitoring and review of systems and implementing improvements.
• Assist with managing and co-ordinating Senior Officers schedules e.g. staff meetings, public meetings and Elected Member Meetings etc.
• Assist with compilation of reports for committee and other project board meetings ensuring that all deadlines for reports, responses etc., are understood and adhered to by all concerned.
• Assist with the preparation and collation of information with regard to Freedom of Information requests and complaints.
• Liaise and work with key stakeholders, social partners, Elected Members, MLAs, MPs and Council Officers to ensure that tasks are completed and issues resolved accurately and in a timely manner, as directed by Senior Offices and the Director of B&C.
• Assist with the preparation of financial claims to funding bodies, including monitoring of expenditure and dealing with any queries that arise.
• Collect, monitor and accurately updating financial and non-financial data for projects.
• Maintain project files to comply with audit requirements and liaise with external agencies and other Council Officers.
• Comply with and actively promote the Council’s policies and procedures on all aspects of equality.
• Participate in and ensure compliance with all Council policies and procedures and operate within the highest standards of personal behaviour which reflect the core values of the organisation.
• Ensure full compliance with Health and Safety requirements and legislation in accordance with Council’s Policies and Procedures.
• Undertake any other duties appropriate to scale, which may be required from time to time.

Skills and Qualifications

Essential Skills

• A minimum of 5 GCSE’s (Grades A-C) English Language and mathematics or equivalent level of qualifications.
• A minimum of two years demonstrable experience within an administrative environment.
• Experience to include Dealing with members of the public and responding to enquiries from a range of stakeholders.
• Experience to include Maintenance of administrative and information systems.
• Experience to include Arranging meetings and taking minutes.
• Experience to include Data input and and file retrieval.
• Experience to include Maintenance and application of sound financial practices, procedures and systems.
• Experience to include Cash handling to include processing invoices and preparation of bank lodgements.
• Use of Microsoft Office packages including Word, Access and Excel.

Further Information

Please note The postholder should be aware that the responsibilities of the post may be subject to change as a result of organisational change. The Council therefore reserves the right to change the duties of the post by adding to or amending the range of responsibilities. The postholder will be required to be flexible and adaptable to meet the changing needs and requirements of the organisation. There may be a requirement to work evenings and weekends.