Administration Officer

4 months ago

Beeston, United Kingdom 3M Resourcing Ltd Full time

3M Resourcing are delighted to be working with the Local Authority in Beeston.

This role is a 3 month FTC, onsite in Beeston.

**Main purpose of the job**:
To provide an accurate, effective and efficient administrative, technical and financial service to all departments within the Council in accordance with Service Level Agreements.

**Duties will include**:
1. To accurately process incoming Council mail via the digital post room, ensuring confidentiality and adherence to Data Protection Act 2018, in accordance with relevant timescales and policies.

2. To print and appropriately distribute Committee agendas and other items as required.

3. To be responsible for all Council central stationery stock control, including; ordering, monitoring and managing requests.

4. To prepare court bundles and other documents to time critical deadlines.

5. To be responsible for the organisation of meetings and events including booking rooms/venues, issuing invitations and taking minutes/actions arising.

6. To undertake one-off projects to support service areas.

7. To be responsible for ensuring correct maintenance when required and rectification of basic errors/breakdowns in relation to office equipment including the folding machine, printers and scanners.

8. To respond and process requests received into various service area inboxes from internal / external stakeholders.

9. To undertake all office based administrative services and support functions including scanning and indexing of documents and audiotyping.

11. To manage a diverse workload requiring continual reprioritisation often working at pace to achieve required time critical deadlines.

12. To act as an ambassador for the Council during the recruitment and induction of new starters.

13. To respond, fairly and effectively to a range of members of the public, some of whom may be in crisis, distress or who may display inappropriate or aggressive behaviour, and to seek appropriate support in accordance with the circumstances and office procedures.

14. To respond to queries both verbal, including face to face and written, from internal and external customers/stakeholders; providing advice or redirection to resolve both simple and complex issues, ensuring a prompt, high quality service is provided.

15. To maintain and develop relationships with internal and external stakeholders, attending meetings with designated service areas as required.

16. To have a detailed knowledge and specific skills in relation to at least two service areas.

17. To have a working general knowledge of all areas covered by the Business Support Team, covering The Housing and Planning Functions.

**Systems and Processes**:
1. To use key systems/platforms for data entry, capture and usage. This will include monitoring of inputs, tracking progress and reporting.

2. To update and check correct information is shown on the Council website.

3. To export data from Council systems for manipulation and reporting purposes for both internal and external stakeholders, including bespoke reports and statistical information.

4. To undertake administrative related functions using Word, Outlook, Excel, Adobe Pro and Access.

5. To enter, maintain and interrogate data in multiple Council systems e.g. Pentana, Uniform, Civica, Iken, Meritec and Information at Work, in accordance with Service Level Agreements and procedures. Understand and interpret information and obtain relevant additional information as required.

6. To assist the Business Support Team Leaders, Manager and Service Areas to develop processes to increase efficiency.

7. To create and maintain work procedures to ensure consistency.

8. To train other members of the Business Support team as required to ensure consistency and avoid single points of failure.

**Financial**:
1. To accurately and confidentially process cheques, cash and telephone payments in accordance with UK GDPR requirements and resolution of any queries arising. Use of a corporate credit card to pay for goods and services.

2. Precise calculation of the required fee for payment based on customer requirements.

3. To be responsible for raising Purchase Orders as requested in a precise and timely manner.

4. To be responsible for accurately raising and paying invoices in a timely manner to ensure service agreements with creditors are upheld.

5. Analysis and reconciliation of the General Ledger on a monthly/yearly basis to ensure the correct processing of Disabled Facilities Grants to maintain an accurate spreadsheet of all grant commitments and payments to enable accurate central government reporting.

6. To be responsible for monthly and year end recharges and reconciliation of central stationery.

7. To carry out any other duties within the scope and grade of the post relating to the responsibilities of the Business Support Team and other sections of the directorates as necessary.

**Job Types**: Full-time, Fixed term contract
Contract length: 3 months

**Salary**: £15.

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