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Administrative Assistant in Swansea
3 months ago
Purpose of the Post
To perform the day to day administrative functions within the Neighbourhood Support Unit (NSU) based at the Townhill Area
Housing Office. This will include undertaking day to day clerical support for the City Centre CCTV Service, which is also managed by the NSU Manager.
In addition this post will provide undertaking duties for the Clerical Officer post covering the Estate Caretaking Service (as necessary), which is based in the same office and comes under the same management structure. This post will also be required to cover at Area Housing Offices for staff shortages when needed.
The post holder is responsible for the following:
- The post holder will provide all administrative support for the NSU and City Centre CCTV Service and also the Estate Caretaking Service as required.
- Provide administrative support for the NSU Manager, and NSU and Estate CaretakingTeam Leaders.
- In addition to the clerical functions within the NSU and City Centre CCTV service, the post-holder would also undertake duties as necessary for clerical cover for the Estate
- Caretaking Service, which is also based at Townhill Area Housing Office.
- Be the principle point of contact for all telephone calls for the NSU and Estate Caretaking Service that are received via the Cisco-Jabber phone system and to log and/or notify the relevant officers of any information.
- Maintaining accurate up to date staff records, including in relation to sickness, annual leave, flexi time, TOIL, training and staff personnel information.
- Maintaining accurate up to date databases or spreadsheets used by the NSU service for foot and mobile patrols, void alarms, and panic alarms, in addition to the Estate Caretaking data bases as required.
- Act as the NSU and Estate Caretaking Service Administrator for the Oracle Fusion system – maintaining accurate and up to date records
- To provide clerical cover at Area Housing Offices when needed, which will be coordinated by the NSU Manager or Team Leader.
- Dealing with enquiries in person or by telephone and maintaining good public relations image.
The post holder will be:
- Generally office based but may be required to travel to other locations.
- Knowledge & experience of PC work, which will be required to use on a daily basis.
- Generally work to routines with occasional unplanned changes.
- Direct telephone contact with members of the public, which may involve telephone contact with difficult service users.
- Handle sensitive and confidential matters in an appropriate manner.
- Involvement in processing invoices, inputting orders for approval and responsibility for processing orders for small value items.
- Understand how to deal with customers to required standards of service.
- Dress in an appropriate and professional manner, as set out June 2024 in our Corporate Dress Code.
- Promote a positive image of the NSU and the Council to customers, Councillors, the public, partners and other staff.
- Enter and manipulate data, checking for accuracy, logic and correcting/flagging up potential errors.
- Conduct standard interrogation of systems/databases to answer queries.
