Business Support Assistant

Causeway Coast and Glens Borough Council is seeking a Business Support Assistant to provide full business support and administrative assistance in an effective, efficient and customer focused manner to meet the needs of the service. The roles are based in Coleraine and Limavady

Role : Business Support Assistant

Location : Coleraine and Limavady

Hours of Work :37 hrs per week

Hourly Rate :1-12 weeks £12.74 13 weeks +£13.69

MAIN DUTIES AND RESPONSIBILITIES

1. Provide a comprehensive and confidential administrative support compiling letters, mail-merge, forms, reports, tenders, specifications, Licenses, flyers, charts or graphs, and room bookings as necessary.

2. 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.

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

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

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

6. 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.

7. Updating of ICT systems/databases.

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

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

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

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

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

13. Collate contract documentation for tendering purposes.

14. Review and maintain Council's website as required.

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

16. Open, process, distribute and record mail.

17. Maintain supply of stationery for use within the Directorate.

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

19. Providing excellent customer service using all telecommunications available.

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

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

Communication

22. Promote positive external communications with private organisations and other Government and Statutory bodies.

23. Develop strong, positive working relationships within the Administration Team and Leisure and Development Services Section, other departments and members.

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

Local Democracy

25. Where requested provide assistance to individual Project Managers to aid in supporting the Council and elected Members to fulfil their democratic role and support democratic procedures.

26. Ensure the day-to-day administrative procedures within Leisure and Development Services Department to support strong and transparent governance.

Diversity

27. Demonstrate an open commitment to actively promoting and celebrating diversity. Promote social inclusion and community cohesion.

General

28. By its nature the post will require flexible working to meet the needs of the service. Attend meetings of the Council and any relevant working groups and prepare and present reports as required.

29. Act in accordance with the Code of Conduct for local Government employees.

30. Comply with and actively promote the Council's policies and procedures, including those relating to Fair employment, Equal Opportunities, and Health, Safety and Wellbeing.

31. Comply with and actively promote the appropriate standard of record keeping and information governance practices in conducting duties of the post.

32. Undertake the duties outlined above in a way which will enhance and protect the reputation and public profile of the Council.

33. Undertake any other duties as deemed appropriate to the achievement of the purpose and function of this post.

The list of duties/responsibilities must not be considered comprehensive nor exhaustive. They are simply a summary of the main duties/responsibilities that the post holder will be required to undertake. No Job Description can cover every issue that may arise within the post at various times and the post holder is expected to carry out other duties from time to time which are broadly consistent with those in this Job Description.

If the post holder has any form of disability, every effort will be made to supply all the necessary employment aids, equipment or adaptations to enable him/her to perform the full duties of the job. If, however, a certain task proves to be unachievable then job redesign will be given full consideration.

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.

Plus

A minimum of one year's experience in the use of Microsoft Office applications to include: Excel, Word and Outlook.

Other Requirements:

• Candidate must possess a full current driving licence (Category B, valid in the UK) and access to a vehicle that will enable the post holder to meet the requirements of the post OR have access to a form of transport that enables you to carry out the duties of the post.

• The nature of the post requires flexible working e.g. work outside normal office hours, including evening meetings and weekends as required.

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 Rory McGregor will be in contact to confirm if you have been shortlisted.