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Business Support Assistant

4 months ago

Abingdon, United Kingdom South Oxfordshire District Council Full time

Job Advert

**Business Support Assistant (Technical Services)**

**Location**: Abingdon/Hybrid

**Contract Type**: Permanent

**Hours**: Full time, 37 hours per week

**Salary and grade**: £24,760 - £28,917 Grade 3

**Closing Date**: 02/02/2024

About the role and what we’re looking for

We are looking for someone to join the Technical Services team and provide business support and administration to the whole team as directed by the Technical Services Support Supervisor.

The Technical Services team is part of the Development and Corporate Landlord Service. The team covers the areas of Engineering (including sewage treatment, land drainage and flood risk), moorings, cemeteries, environmental maintenance, ground maintenance, parks, open spaces, trees and play areas for South Oxfordshire and Vale of White Horse District Councils.

**The main duties and responsibilities will be working with Ground Maintenance, open spaces, parks, trees and play areas.**
- Manage payments for GM and parks to various contractors and other councils.
- Raise requisitions, payment vouchers, sales orders and code invoices, from information provided using the Council’s financial management system (Unit 4).
- Provide feedback on outstanding invoice queries. Assist with budget monitoring enquiries including filling out spreadsheet. Help to chase outstanding debts.
- Maintain spreadsheets of payments against invoices, cost codes and budgets
- Provide technical administrative support such as taking reports and complaints regarding repairs and maintenance issues, logging the issue, and communicating with team staff, contractors, and other internal staff across all technical teams.
- Check liability insurances.
- Log all repairs and maintenance issues, customer comments on council system (Concerto), monitor updates, liaise with facilities and/or other contractors on tasks. Use of Concerto to ensure task complete in timely manner.
- Respond to enquiries, requests for information and complaints from the public, other authorities and internal customers about grounds maintenance, parks and open spaces and trees.
- Assist with ground maintenance team and operations manager.
- Assist with administration and management of burial work (keeping records up to date and accurate). Taking bookings for burials, create paperwork and liaise with contractor and funeral directors. Respond to memorial requests in line with council policy.
- Assist with administration and records of trees on council land (complaints, surveys, and audits).
- Maintain records of payments against utility invoices, obtain readings from team members and query invoices where necessary. Set up new accounts. Keep up to date accurate records of assets within Technical Services.
- Provide general administrative support to all members of the team and including filing, photocopying, archiving, shredding, scanning, collating of documents; processing of incoming and outgoing post, including delivery and collection every day.
- Send information to communication team to update website or give information to publish or check FOI requests or another comms.
- Maintain diaries and arrange internal and external meetings, including booking rooms, organising, and purchasing refreshments etc and to record, type and distribute minutes of meetings.
- Maintain databases and spreadsheets

**About you**

**Your essential skills, knowledge, and experience**
- Two years’ experience in administration in a busy office environment
- Proficient in the use of Microsoft Word, Excel and E-mail
- Excellent attention to detail and organisational skills and competent with figure work
- Sound written and verbal communication skills.
- Ability to adapt to using different electronic databases and systems.
- Able to be adaptable with patience and diplomacy for supporting a variety of teams.
- Ability to multi task and to be customer focussed
- Good communication skills to deal with people making complaints.

**Your essential qualifications**
- 5 GCSE’s grades A-C or equivalent to include English and Maths
- RSA level II, NVQ Level 2 or equivalent in MS Word and Excel.

**About us**

Our vision and values are important to the councils, and we expect you to support them and embed them in the way we work.

**Our vision**

We are seen as being customer-focussed, approachable and business-like. We are honest and open and are renowned for providing high-quality cost-effective services.

**Our values**
- We act with integrity and show respect.
- We are all accountable
- We are passionate about our business.
- We strive for simplicity.
- We love success

**The benefits we offer**A basic 24-day annual leave per annum, rising to 29 days after five years. You also have all the bank holidays to look forward to and time off between Christmas and New Year.- Flexible working and annualised hours - a flexible approach to work that our employees love- A final salary pension scheme which includes life insurance of three times