Guildhall Services Assistant

4 days ago

Worcester, United Kingdom Worcester City Council Full time

**Applications via our website only please**

**ROLE PROFILE**

**Guildhall and Customer Services**

**Guildhall Services Assistant**
- _The ‘role profile’ is the contractual element that your post has been assigned to and generically _
- _sets out in broad terms the responsibilities the post holder is expected to have _**Service Area: Governance**

**Grade: BS2**

**Generic Responsibilities**

1. Responsible for developing and managing a range of efficient administration processes and procedures in order to support the effective operation of the service area.

2. To oversee the operation of an effective customer response and take independent decisions on less routine enquiries.

3. Maintain and refresh established systems and processes, responding to current and future service needs.

4. Assist with the review of relevant business processes to evaluate that they are fit for purpose.

5. Assist in the resolution of customer issues by liaising with colleagues and co
- ordinating operational logistics to ensure agreed standards are achieved.

6. Undertake research and information gathering activities and provide management information as requested, including carrying out research projects, analysing results and reporting findings.

7. Undertake a range of financial administrative tasks in accordance with relevant procedures.

8. Ensure that the full range of complex data is accurately and securely maintained and retrieved effectively.

9. Ensure that the use of IT is maximised to enhance quality and efficiency of service provision.

10.Assist with the production of reports, minutes, briefings and presentations in relation to audience specific requirements

**TASK SPECIFICS**

**_The ‘tas_ _k specifics’ is the non-contractual element that your post has been assigned to and is a more detailed _**

**_description of day-to-day activity which will be reviewed in line with PDR objectives and can change when priorities _**

**_change._**

**JE Reference**

**Purpose**

To provide excellent Guildhall services to support and facilitate the delivery of Council and

Committee meetings, events, mayoral and civic functions, front of house and hospitability services and the use of ICT, visual and audio equipment.

To represent the Council in a positive, professional, and efficient manner as the first point of contact for face to face, telephone and electronic enquiries. To provide clerical, administrative, and organisational support to Customer Services.

**General and Specialist Responsibilities**

1. Provide a professional and efficient meet and greet service to visitors to the Guildhall and maintain records of customer interactions.

2. Monitor the CCTV at the Guildhall and report any unusual or suspicious activity.

3. Use printing equipment to compile committee papers and other Guildhall documentation.

4. Administer the Council’s incoming and outgoing post including use of the franking machines for outgoing post and sorting the incoming post.

5. Carry out financial duties under the direction of the relevant manager including raising purchase orders for supplies and services.

6. To be responsible for the locking and unlocking of the Guildhall and assisting with building evacuation and first aid arrangements.

7. To provide other onsite services required by the officer in charge of the Guildhall building.

8. To support at civic events and hospitality bookings.

9. To undertake Health and Safety related duties commensurate with the post in line with the Council’s Health and Safety Policy.

10. Proactively contribute to identifying and implementing improvements of benefit to the customer experience and commit to your own professional development.

11. Always consider customers’ rights to privacy and adhere to Data Protection legislation and service guidelines on the use of data.

12. Support managers to help research and analyse performance management information, for process and performance improvement.

13. Contribute to specific project and service plan work.

14. To undertake such other duties, training and/or hours of work as may be reasonably required, and which are consistent with the general responsibility of this post.

15. Take delivery of supplies and services to the Guildhall.

16. Organise and maintain the layout of meeting rooms and public areas in accordance with the Guildhall Standards ensuring requests for refreshments and equipment are provided.

17. Set up, test and dismantle audio and visual ICT equipment to film and record meetings and events.

18. Communicate with customers about hiring the Guildhall and manage the electronic booking system.

Contact Frequency Nature of contact

Partners Daily/Weekly Dealing with service enquiries will require liaison with partners such as shared services and colleagues in other authorities.

Front line Daily Day to day service delivery, allocation of work, teams/colleagues across problem/complaint solving, service service area improvement, regular

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