Business Support Assistant

Our client Causeway Coast and Glens Borough Council are currently looking for a Business Support Assistant to join their team in Limavady

Temporary full time role 37hrs per week Monday - Friday

Main Purpose of Post

• The post holder will carry out business support and administrative duties across the Leisure & Development Directorate, reporting to the Business Support Officer.

• The post holder will provide an efficient, professional and customer orientated service for visitors and staff to the Leisure & Development Directorate.

• The post holder may be asked to provide cover in any specific duty within the Directorate for any other member of the Business Support and Administration Team.

• Ensure that the department complies with all statutory and legislative requirements by adhering to these requirements and working in accordance with good governance and health and safety requirements.

• Ensure that all duties are carried out in a timely and effective manner and that confidentiality is maintained in all areas relating to the work of the Council.

MAIN DUTIES AND RESPONSIBITLIES:

Service Delivery

• Provide a comprehensive and confidential administrative service across the Leisure & Development Directorate to include compiling letters, mail-merge, memos, forms, reports, tenders, specifications, Licences, flyers, charts or graphs as necessary.

• Act as first point of contact for incoming telephone, email and mail enquiries for the service area, manage through prompt and appropriate response, screening, prioritising and redirecting as required.

• In the absence of Business Support staff within other service areas take telephone calls and messages and redirect as required.

• Implement administrative processes and procedures with regards to projects and management information requirements.

• Maintain filing/records management in line with the Council's Retention and Disposal Schedule. Ensure filing is carried out regularly.

• Maintain the highest standards of customer care across the Leisure & Development Directorate with potential and existing customers including receiving requests for service, enquiries and complaints. Process same and action or direct to appropriate Supervisor/Manager.

• Updating of ICT systems/databases.

• Process purchase orders, code and prepare invoices for payment; check costings against tenders and quotations; check calculations.

• Collect and receipt monies from the public in payment of Council services relating to the Leisure & Development Directorate. Prepare and reconcile weekly lodgments. Responsible for safe keeping of the cash boxes.

• Prepare agendas for meetings, take minutes and distribution of same.

• Assist with the preparation of events, meetings and functions including booking of rooms, administration, catering and any other associated duties.

• Prepare and check statistical and organisational data for management reports/budgets/ databases/spreadsheets, ensure deadlines are met.

• Collate contract documentation for tendering purposes.

• Review and maintain Council's website as required.

• Report on sickness, holiday and attendance of staff to the Business Support & Administration Manager.

• Open, process, distribute and record mail.

• Maintain supply of stationery for use within the Directorate.

• Collate and compile accurate data/reports for officers within the Department.

• Providing excellent customer service using all telecommunications available.

• Assist in training of new Business Support staff to the Directorate.

• Maintain effective communications and liaison within the Business Support and Administration Team in order to deliver the service within the Directorate.

• Build positive relationships with other staff and colleagues.

• In all areas of work promote a positive image of the Council.

Essential Criteria

• Five GCSE's (Grades A-C) or equivalent, including English Language and numerical subject
• Be able to demonstrate by providing personal and specific examples , two years experience in a busy multidisciplinary office environment.
• Competent use in word processing
• Competent in the use of Microsoft Office packages in particular, Word, Excel, Outlook, Publisher and Powerpoint

Knowledge

• General administration duties, dealing with the public, handling cash and cash reconciliation, dealing with stock
• Experience of data inputting into workplace ICT systems/databases

Interested in role please forward cv to [email protected]