Admin Assistant

Assist the Head of Department in financial and general administrative tasks.

Work with the wider department on general administrative tasks.

**Main duties and Responsibilities**
- Create and send invoices to customers
- Creating jobs, purchase orders and subcontractor orders in ODATA
- verify engineers timesheets from vehicle tracking
- Managing Oakray Engineers in ODATA
- Manage engineers expenses
- Manage sub-contractors hours worked
- To contribute to team meetings with ideas, suggestions or recommendations which assist in reviewing working practices and service standards, leading to continuing improvement in Service Centre performance.
- To take personal responsibility for developing own skills, knowledge and understanding of services, processes, technology and community issues.
- To observe health and safety legislation, The Data Protection Act and company policies on Equal Opportunities and Confidentiality in the execution of duties.
- To carry out any other job function as required in delivering service to the customers.
- To deliver inbound and outbound communications:

- Thorough understanding of services to customers.
- Provide accurate information to customers in accordance with policy and practice
- Resolve customer queries, concerns and complaints within limits of authority; escalate others for resolution by appropriate person
- Achieve service standards and specified performance targets consistently
- control calls so that objectives are achieved in a timely fashion
- Carry out necessary processing activities to meet customer service level agreements:

- Complete processing activities to ensure they are completed within service levels
- Work to accuracy standards.

**JOB SPECIFICATION**
- Demonstrating high levels of detail consciousness to obtain full information and ensure appropriate action is taken.
- Know own limits of authority and operate within those limits.
- Operate Response Centre technology and IT systems required by role, to achieve accuracy, efficiency and service delivery standards.
- Contribute to team meetings to review working practices and service standards, leading to continuing improvement in Service Centre performance:

- Demonstrate meeting management skills as a participant, or occasional leader.
- Provide suggestions regarding improvements to working practices and service standards..
- Have a positive attitude to contribute own ideas and support the ideas of others.
- Demonstrate the ability to tolerate change and ambiguity.
- Take personal responsibility for maintaining standards of performance and personal behavior in support of business commitment to high quality service provision for customers
- Have communication skills
- Be a team player
- Customer Focused
- Organised
- Be a problem solver
- Lateral thinking skills
- Be Computer Literature - use of Excel, Word, Lotus
- Have an adequate understanding of all company equal opportunity, health and safety practices/policies including all care related legislation as appropriate.
- Have basic knowledge of the Construction trade
- Have experience of working in partnership with a Local Authority Client.
- have a basic knowledge of working within a Call Centre environment.
- Have knowledge / experience of working in a multi-racial community. Essential Qualifications/ Skills
- One year’s experience within a customer service environment dealing with members of the public, either telephone based or face to face.
- Function user of Windows based technology, with more than one year's experience of use within an office environment or similar situation.
- Numerate and verbal analytical skills to GCSE standard
- Proven ability to operate computer systems to input data and interrogate systems.
- Adapts readily to new situations and ways of working. Receptive to new ideas and willing to contribute owns suggestions. Proactive and self-motivating.
- Ability and willingness to absorb new information and use it.
- Maintains technical and professional knowledge and skills related to repairs services.
- The drive to achieve standards and targets, to make continual improvements and deliver results. Enthusiastic and committed. Works hard towards targets and willingly tackles demanding tasks.
- Remains calm, objective and self-controlled under pressure. Demonstrates assertive skills in appropriate situations. Able to negotiate with customers and contractors to resolve issues / achieve service delivery.
- Co-operates with others in team and response centre as a whole, to achieve objectives. Develops supportive relationships with colleagues and creates a sense of team spirit.
- Adapts style and language to the needs of the reader or listener. Speaks with clarity, fluency and is to the point.
- Quickly builds rapport with others and puts them at ease. Demonstrates high priority for service delivery and customer satisfaction. Able to build and maintain relationships with customers.
- Experience of operating in a sensitive, high priority cust