Business Support Clerical Officer

Our client a large public sector organisation requires Business Support Clerical Officer to join their team in Newtownabbey.

Role: Business Support Clerical Officer

Rate of Pay: £15.82ph

Location: Newtownabbey

Hours: 37 hours - part time hours also available

Duration: 2 Months

Main duties/Responsibilities:

As a member of the Business Support team the clerical officer will be expected to contribute to the delivery of the Environmental Health Business Plan.

As part of the team, the post holder will help provide comprehensive clerical/administrative services including efficient word processing and minuting service within the Environmental Health Department. This consists of Head of Service, Commercial, Health & Wellbeing and Environment Sections and the post will require flexibility working in a dynamic environment.

• Provide a full range of administrative services to the Head of Service, and to all officers in the Commercial, Health & Wellbeing and Environment sections.
• Deal courteously and effectively with emails, requests and complaints from members of the public, Elected Members, stakeholders and external agencies, both at reception and by telephone.
• Receive, record and reconcile all monies received including cash, cheques and visa payments. Arrange refunds where appropriate. Maintain a petty cash system in accordance with the Council's Financial Regulations.
• Screen, re-direct or deal with incoming telephone calls and emails for all sections of Environmental Health.
• Use Environmental Health software systems to record all requests for service, referrals and complaints. Maintain an accurate electronic database of all premises and contacts.
• Use all Microsoft Office packages including Word, Excel, PowerPoint and Outlook and provide support to Officers in the use of these packages.
• Maintain all statutory records and forward relevant documentation to appropriate statutory organisations.
• Maintain a working knowledge of appropriate Environmental Health legislation and procedures to provide accurate information, advice and guidance as and when required.
• Carry out all procedures of administration in connection with all Licensing processes, including Entertainment Licensing, Petroleum Licensing, Street Trading and Amusement Licences.
• Carry out all procedures of administration in connection with the maintenance of the Oil Stamp Savings Scheme. Auditing and reconciling deliveries of Oil Stamps and process payments to oil retailers. 11 Carry out all procedures of administration in connection with maintaining the Dog Licensing system. Process all payments and reconcile cash, cheques, postal orders and card payments daily.
• Carry out all procedures of administration in connection with training courses, maintenance of database, issuing certificates and processing payments.
• Promote online facilities for the section ensuring customers are aware of the online portals available, guiding them through the system when necessary.
• Ensure all electronic files are efficiently and accurately stored to facilitate reporting and ease of retrieval through use of IT and Council computer system.
• Maintain a computerised booking system for all Environmental Health laptops and projectors. Use Council software package to book meeting rooms, equipment and catering as and when required.
• Deputise for the Administration Supervisor in the case of absence.
• Participate in training and development initiatives in line with all Council policies and guidelines.
• To arrange provision of service area purchasing such as internal stationery and equipment supplies.
• Ensure that information and data gathered from service requesters, is collected in accordance with GDPR regulations.
• To be available from time to time to carry out duties outside normal office hours and in addition to basic contracted hours. Such additional hours will be remunerated in line with Council's approved policies at the time

Essential Criteria:

• A minimum of 5 GCSEs (Grades A-C) to include English and Maths or equivalent
• A minimum of 1 year's administrative / clerical experience to include dealing with the general public

To be shortlisted for this role all applicants MUST meet the essential criteria. If you are interested please upload your CV to the link provided, and Christine Thompson will contact you if you have been shortlisted. Full Job Description available on request.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate.