Office Administrator
7 months ago
**About us**
Aylesbury Town Council is the Council closest to residents in the parish of Aylesbury. We are a voice for residents by representing their views on issues affecting them. Here at the Council, we are a warm, genuine, friendly Council looking for an enthusiastic individual to join us. We are a corporate body that takes huge pride in our work and our employees are paramount in what we do. We strive to nurture employee wellbeing, maintaining excellent communication and professional relationships with one another - our employees are important to us.
**Responsibilities**:
- To be the first point of contact for visitors to the Town Hall.
- Effectively respond to incoming telephone calls and where appropriate re-direct them to the appropriate employee and other organisations.
- Setting up the phone system with relevant voice messages.
- To record and distribute incoming mail on a daily basis. To ensure outgoing mail is franked and posted on a daily basis and that franking machine is in working order and taking end of month readings.
- Responsible for administration of signed for / special delivery postage through the online system.
- Regularly keep on top of the general maintenance and organisation of the post room.
- Maintaining and ordering supplies of stationary stock and cleaning supplies in addition to updating the cleaning supplies COSHH Data sheets.
- Assist in the distribution of Council Committee papers and agendas.
- Effectively distribute information for members of the public as and when requested.
- Accurate and regular maintenance of the Council’s central filing system.
- Provide support in maintaining the Mayor’s diary in the absence of the PA to the Mayor.
- Attend and provide support at Mayoral and Civic Events**.**
- Organise the inspections and maintenance in line with Health and Safety requirements such as but not limited to:
- Shared responsibility of the Office building, including security, and report any Health & Safety and maintenance defects to the Deputy Town Clerk.
- Arrange annual PAT Testing with the Council’s suppliers and notify Council employees of the date.
- Check first aid kits on a regular basis and order replacement items as required.
- Carry out monthly building checks including fire extinguishers, emergency lighting, defibrillator and water temperature checks.
- Booking in annual service of the boilers.
- Oversee the six-monthly fire evacuation drills at the Town Hall and become a fire warden.
- On a weekly basis, with the support from a colleague, test the Council’s fire alarm system.
- Contribute in the reviews and updating of all Town Hall risk assessments.
- Keep all kitchen areas clean, tidy and stocked.
- Obtain quotes for any maintenance/ repairs when requested by the Town Clerk/Deputy Town Clerk.
- Maintaining the Council’s asset database, with new assets, redeployment of assets and disposal of assets.
- Manage and monitor weekend parking requests from external organisations.
- Maintaining the Town Council diary for meetings/meeting rooms in addition to handling internal/external bookings for the Council's meeting rooms and premises. Inspect and ensurethe tidiness of the hired room and kitchen areas before and after meetings.
- Locking and unlocking of the Chamber room for visitors during Town Hall opening hours and welcome hirers and advise of toilet location, fire escape routes and if fire tests are planned.
- Support the Town Clerk and Deputy Town Clerk with ad-hoc projects.
- Assist the Allotments and Devolved Services Officer with the allotment administration and inspectionsas and when required_. _
- Sending out rent letters and taking payments
- Arranging viewings for new tenants
- Administration of tenancy agreements
- Inspection follow-up with tenants
- Handling allotment enquiries
**Person Specification**
- Competent to intermediate level in Microsoft Office programmes such as Excel, Word and Office 365 apps.
- Use of office equipment such as photocopiers and franking machines.
- Excellent communication skills, both verbal and written.
- Deliver great customer service building on relations with internal and external stakeholders.
- Ability to work autonomously as well as within a team.
- Deliver great customer service building on relations with internal and external stakeholders.
- Strong organisation skills, ability to prioritise, and work on your own initiative.
- Experience of using online systems.
- Knowledge of Health and Safety Regulations.
- Support the Allotments and Devolved Services Officer, no previous experience required.
- A requirement to be 5 days a week in the Office.
- Occasional weekend and evening work will be required for the delivery of events, so flexibility will be required.
**Benefits**
These are some benefits you can enjoy working for us:
- A generous Local Government Pension Scheme (LGPS).
- Pay scales that are competitive and reviewed annually.
- 23 days annual leave plus bank holidays (pro-rated for part
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