Temporary Administrative Assistant Lisburn

Administrative Assistant - Environmental Services

Temporary Contract

Lisburn

KEY PURPOSE OF JOB:

To provide a comprehensive secretarial and administrative support service to the Environmental Health Service Unit and to deputise as required in the absence of the Administration Manager to ensure the smooth, effective and efficient running of the Service.

Ensure targets and deadlines are effectively and accurately met whilst maintaining a high level of Customer Service.

The post holder will assume other duties relevant to the post reasonably assigned by the Administration Manager to meet changing business needs and requirements.

KEY DUTIES/RESPONSIBILITIES:

Deputise as necessary for the Administration Manager. In conjunction with the Administration Manager, responsible for the training of temporary and student administrative staff.

Supervision of temporary staff and students on work experience, ensuring that they are aware of the duties provided.

Responsible for the handling and reconciliation of substantial amounts of revenue received for the various Service Unit functions including:-

Computerised receipting and reconciling of monies received with respect to Dog Control.

Processing petty cash expenses associated with Environmental Health.

Processing online applications and collating of online income.

Responsible for generating invoices and purchase orders, processing of payments received and taking and reconciling deliveries

Responsible for a range of secretarial and administrative functions to include the following;-

Assessing, maintaining and updating of sensitive records on the various database systems for all core functions within the Environmental Health Service.

Participate in the collation of statistics and data as required in response to requests such as Freedom of information. Issuing dog licences, generating reminders, warning letters etc.

Word processing of confidential correspondence for the Head of Service and Officers. Generating of reports for all core functions for internal and external bodies i.e. Elected Members, Department of Agriculture etc.

Processing the monthly Environmental Health report and collating the Environmental Services Committee Report for Elected Members.

Up-keeping records for the Environmental Health Service on the time management system.

Dealing with enquiries and providing information by telephone, correspondence and at reception facility to deal with confidential enquiries from Elected Members, Local Authorities, Government Bodies, NIHE, PSNI, Solicitors and the general public etc,.

Maintenance and updating of registers, processing certificates, notices and other licences.

Updating maintenance support of the Council's database of inventory items and issuing requisition for stationery, office furniture and equipment through stock control.

To keep updated and informed on all new developments within the post holders field of responsibility.

Facilitating the organisation, setup and minute taking of meetings.

Ensure compliance with Council policies and procedures and operate within the highest standard of management and personal behaviour which reflect the core value and behaviour of the Council.

Develop and enhance working relationships with relevant partners and stakeholders to maximise corporate and community planning outcomes, government regional strategies and to generate innovation in service delivery.

Ensure the provision of high standards of customer care across all the services provided by the Service Unit and promote and manage the services effectively and communicate in a way which enhances and promotes the public image and overall reputation of the Council.

Promote equality of opportunity and access in service delivery and in the employment of staff through the mainstreaming of equality within the Council.

Note:

The post holder should be aware that the responsibilities and functional areas 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 functional responsibilities. The post holder will be required to be flexible and adaptable to meet the changing needs and requirements of the organisation.

It is essential that applicants have a minimum of:

QUALIFICATIONS

Five GCSE passes at grade A-C, NVQ level 2 or equivalent.

EXPERIENCE A minimum of three years' general clerical/administrative experience in an office environment to include;

Word processing experience.

Dealing with the public in a working environment

Cash handling in a work environment.

Knowledge:

Where applicants do not hold the qualifications as outlined in 1 above, they must demonstrate a minimum of five years' experience in 2 above

Skills:

Competent in the use of Microsoft office.

Other Information:

Start Date: 20 July 26

Closing Date: 8 July 26

Hours of Work: 37 per week

Rate of Pay: £15.31 per hour plus accrued holiday pay

Location: Lisburn

If you would like to apply for this role, please send us your updated CV via the link provided and one of the team will be in touch with you. Or if you would like to discuss this position, please contact Task Recruitment on or to speak to one of our consultants.

The client reserves the right to close vacancies earlier than the specified date, should they receive sufficient applications. If interested, please send your CV as early as possible.

We are an equal opportunities employer. We welcome applications from all suitably qualified persons.