Administration Assistant

**Job Title: Administration Assistant**

**Vacancy reference number: 00520**

**Salary: £21,050 (pro rata £9,102.70)**

**Location: Burnley**

**Contract type: Permanent / Part Time 16 hours per week**

**The Vacancy**:
Providing support to the Liberata Property Services team members, we are looking for an organised and efficient individual with a strong customer focus to join our team.

To be successful, you will need to work well as part of a team, be able to solve problems and have good IT skills. A basic knowledge of the maintenance and management of commercial properties would be desirable.

**Key tasks and responsibilities**:

- **Administration & Service Delivery**_:_
- To assist with the maintenance of Facilities Management data and records within our Cloud based property information system, ensuring that system details are correct and taking responsibility for ensuring the accuracy of the data and recorded information.
- To assist in the management the Facilities Management legislative programme e.g. Legionella, Asbestos, Fire Risk Assessments and Condition Surveys. This will include working closing as part of a team and updating the property information system to ensure we are compliant.
- To use our property information system to raise and proactively progress orders for reactive and planned maintenance through to completion.
- Process requests for purchase orders, payments of supplier and contractor invoices, works orders, and other associated property costs and ensure the timely processing of invoices within appropriate authorisations, both within the scope of the team responsibilities and across the department.
- To report from our property information system to assist in meeting performance indicators and key team objectives.
- To operate within and assist with the update and implementation of our Quality Management System and associated operating processes.
- To answer telephone calls from customers or clients in an efficient and courteous manner and refer to the appropriate member of staff.
- To set up and organise meetings, including booking rooms, preparing and sending out agendas and papers, taking minutes and distributing.
- To provide administrative services to the teams, such as undertaking mail merges, photocopying, scanning, distributing and filing, logging documents using relevant computer systems.
- Assist with Mail distribution/shots, customer questionnaires and planned works programmes.
- Responsible along with team members for ensuring continuation of service in the absence of other staff.
- **General**:_
- To organise your work to meet key objectives, on time and to agreed standards.
- To maintain effective internal communication with the teams to ensure information is received and circulated within timescales.
- To meet all training requirements in our annual health and safety and corporate training plan.
- Any other duties that would be commensurate with the skills and capabilities required under this post.

**Essential Skills and Attributes**:

- **Education**:_
- Education to GCSE standard or equivalent in English and Maths (Grades A* - C).
- **Skills/Aptitudes**:_
- Oral and written communication.
- Knowledge of Microsoft Office, proficient use of Word and Excel.
- **Knowledge/Experience**_
- Experience of working in an office environment.
- Experience of using and maintaining bespoke internal/Cloud based information systems
- Experience to track and monitor workload.
- Experience of processing invoices/purchase orders.
- Experience of delivering a customer focused service.
- Experience of working within a busy customer facing team.
- **Personal Attributes**:_
- Ability to communicate effectively at all levels evidencing clear, concise and sensitive skills in written and verbal communication.
- Demonstrates a consistent commitment to meeting customer service standards.
- Ability to cope with competing deadlines, to prioritise and set targets.
- Adaptable and able to cope with change.
- Ability to relate well to a variety of people and create, maintain and enhance working relationships.
- Willing to learn new concepts and be flexible.

**The Company**:
Liberata is a leading business service provider to public and private sector organisations throughout the UK. We pride ourselves in revolutionising our clients operations using our expertise and innovative solutions across a wide range of services, including Revenues & Benefits, Finance and Accounting, HR & Payroll and Customer Services. Our aim is to work in partnership with our clients to assist them in becoming more efficient; leveraging our best in class business process outsourcing and operational transformation expertise.

Liberata is committed to creating opportunities for its employees, its clients and its shareholders. Our passion for process and an intense client focus ensures that we deliver an award winning service and our entire workforce are encouraged to demonstrate our company values **Expert**, **Accessibl