Big Ant Group are excited to be working in partnership with SWISCo to recruit for a Operational Secretary Service Coordinator to the Head of Service for Parks and Street Cleansing, Green Infrastructure and Neighbourhood Enforcements department.

The ideal candidate will be an enthusiastic individual who are ready to learn about the business, be innovative, and support the fantastic changes happening in the Bay. This role is crucial in supporting the Head of Service and Service Managers across departments, ensuring the delivery of all key service functions.

You’ll encourage economical delivery of services and provide data to back this up. As a senior team member, you'll build rapport with both external bodies and internal departments, leading by example and promoting a strong Health and Safety culture. Being part of our One Team, One Goal culture is essential. Are you ready to make a difference?

Role Overview: Expectations and Outcomes

Confidential Administrative Support:

* Provide confidential support to legal governance and compliance teams within your department.

* Ensure adherence to Data Protection legislation and Customer Confidentiality at all times.

Monitoring and Reporting:

* Oversee the work of contractors, partners, and consultants.

* Report any defects, hazards, or issues in service delivery promptly.

Service Quality and Performance:

* Ensure departmental services meet or exceed national and local performance targets and objectives.

* Handle matters efficiently, aligning with the Service Level Agreement performance standards.

Data Presentation and Research:

* Present data using performance measures, customer feedback, and regulatory inspections.

* Partake in research to support software solution development.

Mailbox and Calendar Management:

* Organise and manage service-specific and team mailboxes and calendars, ensuring proper monitoring and actioning.

Performance Data Management:

* Collate and maintain up-to-date performance data on relevant database systems.

On-site Support:

* Attend on-site inspections as required to provide support.

Communication Handling:

* Manage all team communications via email, letters, and telephone.

* Allocate work and highlight priority communications for managers’ attention.

Technical Administrative Support:

* Assist in the production and development of maintenance and business plans for the service area.

* Lead and ensure compliance with all administrative processes and procedures.

* Administer relevant organisational and project management systems.

Documentation Preparation:

* Prepare professional and confidential service documentation, including legal documents, agendas, minutes, statistics, presentations, and spreadsheets.

Training and Development:

* Participate in all required training to enhance knowledge and understanding.

Team Collaboration:

* Work alongside other Technical Assistants across SWISCo service areas, providing cover and support when necessary.

Innovative Solutions:

* Offer polite and professional advice to colleagues when providing innovative solutions.

Customer Service:

* Address complaints or enquiries effectively and deliver excellent customer service.

* Assess risks to the public and report to senior managers as needed.

Campaign Promotion:

* Promote SWISCo campaigns and communicate with customers, residents, and visitors to resolve queries through various communication channels.

Person Specification - Essential

Communication: Strong verbal and written skills.

IT Proficiency: Skilled in Microsoft Office, 365, and bespoke software.

Teamwork: Effective collaboration across departments.

Organisation: Excellent prioritisation and time management.

Adaptability: Manage deadlines, conflicts, and changing circumstances.

Analytical Skills: Strong numerical and analytical abilities.

Customer Focus: Dedicated to meeting and exceeding customer expectations.

Equality and Inclusion: Promotes respect, challenges inappropriate behaviour.

Responsibility: Own work activities, behaviour, and personal development.

Detail-Oriented: Organisational skills, accuracy, and attention to detail.

Initiative: Work independently, solve problems innovatively.

Confidentiality: Maintain confidentiality appropriately.

Health & Safety: General knowledge of workplace requirements.

Legal Documentation: Experienced in producing and formatting legal documents.

Office Experience: Busy office environment, prioritising and meeting deadlines.

Customer Service: High standards and complaint handling.

Record Keeping: Accurate and methodical.

Service Delivery: Commitment to high-quality service.

Relationship Building: Fostering and maintaining working relationships.

Education: NVQ4 or equivalent.

Driving Licence: Full licence, able to travel around the Bay.

Flexibility: Accommodate unsociable hours.

This position is required on a Permanent basis, however, the initial 3 to 6 month period of the role will be working under Big Ant Group on an agency contract