Business Support Assistant

Our client Causeway Coast and Glens Borough Council urgently require a Business Support Assistant with minute taking experience to join their team.

General

• Point of Contact for Service Area
• Answer telephone calls- take messages or direct to the relevant officer/dept.
• Responsible for Service Area Generic Email and deal with as necessary (forward to relevant Officer).
• Event Registrations - deal with all invites/RSVP as relevant, using Service Area Generic Email
• Acknowledge receipt of Email and confirm booking, date, time & venue. Issue reminder close to the date
• Attend Events/Functions for registration and other duties as required by Manager
• Maintain/update Registration lists for each specific event
• Co-ordinate online Calendars for team/internal/external meetings, including partnership board meetings where appropriate.
• Room bookings for all team/internal/external/partnership board meetings and any other meetings as and when required
• Attend Service Area Team Meetings, record action notes/points and disseminate same, upon Manager approval
• Maintain /Update Shared Calendars with relevant events, i.e. Community & Culture Calendar & Manager Calendar
• Update and Maintain Databases relevant to Service Area in accordance with GDPR

Partnership Support

• Act as point of contact for Board members as main conduit of information flow (as required by Manager) and report to Manager where necessary
• Ensure all Declarations of Interest and have requested/received prior to each meeting
• Record apologies for board meetings and inform Manager prior to board meeting
• Re-produce Agenda, Minutes and Papers for meetings and disseminate to Partnership Board
• Attend Partnership Board meetings in administrative role, record notes and prepare minutes of meeting
• Order catering for Board meetings, as required by Manager
• Ensure Governance is up to date and recorded correctly
• Maintenance of Members Database

Finance

• Raise/Deliver Purchase Orders, on CIAnywhere, upon authorisation Manager/HOS/DLD hold all relevant back-up on file
• Set up of Supplier Reference in line with Finance guidance
• Maintain Monitoring Spreadsheets, provide support to Manager in use of Spreadsheet, create reports, queries etc.
• Prepare reports from Monitoring Spreadsheet as required by Manager
• Interrogate CIAnywhere as/when required
• Seek quotes when required

Other duties

• Maintain Filling/Records management system in line with Retention & Disposal Schedule and archive where appropriate
• Dispose of information as in line with Retention & Disposal Schedule
• Maintain Electronic/hard filing system

• Provide support as and when required to prepare Forms, Reports, Flyers, mail-merge, letters as required by Manager
• Provide support across Leisure & Development as and when required

Essential Criteria

• Five GCSE's (Grade A-C) or equivalent including English and a numerical subject
• Competent use in the use of Microsoft Office packages in particular, Word, Excel, Outlook, Publisher and Powerpoint
• Minute taking experience

This role is a temporary role for approx 3 months, and candidates must have experience taking minutes in meetings.

Interested please forward your cv to [email protected]