Business Support Assistant

An exciting opportunity to work with Causeway Coast and Glens Borough Council as a Business Support Assistant.

Role is a maternity cover approx 10months, full time, based at Joey Dunlop Leisure Centre, Ballymoney.

MAIN DUTIES AND RESPONSIBILITIES

• Provide administrative support compiling, letters, mail-merge, memos, forms, reports, tenders, specifications, obtaining quotations, press releases, charts, graphs, posters and room bookings as necessary.

• Administer all areas of finance within the facilities eg invoicing, cash handling, lodgements etc.

• Create, validate and edit address information relevant to special projects and programmes operating within the Sport and Wellbeing department on behalf of project officers and all corporate members on the Leisure Management System.

• Undertake a range of front desk activities (as required), including directing calls and enquiries, taking messages, collecting/delivering/handling post and providing administrative support to managers and staff involved with tournaments and events. This includes provision of administrative support for Facility Operations, Sport and Wellbeing/Development Services and the Sport and Wellbeing Senior Management Team (as required).

• Support Managers in the development, management and delivery of specific projects and all associated tasks as directed.

• When assisting with specific projects, act as a point of communication in the absence of Lead Officers.

• Assist in the training of new staff in administration functions as appropriate.

• Preparing agendas for meetings, attend to record proceedings and distribution of approved minutes and action sheets.

• Use of ICT systems/databases including associated tasks for the following (this list is not exhaustive); on-line bookings, billing and payment records, direct debit payments. Also use the management booking systems for Community Centres, sports facilities etc. (to include the Legend Club Management System).

• Have excellent knowledge of the facilities and service activities, memberships, promotions and prices and proactively up and cross -sell these when possible, ensuring all public information is available, relevant and presented professionally.

• Ensure Council and operational policies and procedures are complied with in relation to invoicing and financial returns and administrative requirements. Liaise with external parties in relation to accounts and invoices. Provide supporting financial information to Finance Department, groups and committees.

• Preparation and checking of statistical data for management reports, budgets and projects as required.

• Undertake a range of office duties including: use of the internet for research and information purposes; using the Microsoft Office suite of software including Word, Excel, PowerPoint and Outlook to prepare and circulate correspondence and documents, including confidential matters; and photocopying. Opening, processing, distribution and recording of mail; filing, faxing, printing and binding

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

• Maintain supply of stationary/accessories for the department and Service Managers.

• Prepare monthly statements of financial transactions and year-end reports.

• Attend work related conferences, seminars, workshops, training as appropriate.

• Cover reception when required - eg cover breaks or last minute sickness.

Essential Criteria

Applicants must, at the closing date for receipt of applications possess:

• Five GCSEs (Grades A-C) or equivalent including Mathematics and English Language.

And

Demonstrate, by providing personal and specific examples, a minimum of one year's experience in an office environment to include:

• general administration duties;
• dealing with the public and responding to enquiries;
• maintaining filing systems, spreadsheets and databases;
• handling cash and cash reconciliation; and
• dealing with confidential/sensitive information.

Or

• Alternatively, consideration will be given to candidates who do not possess the required educational qualification(s) but who can demonstrate, by providing personal and specific examples, that they have a minimum of two years' experience working in an office environment in the areas outlined at (a) - (e) above.

Interested in role please forward cv to [email protected]