Job Category : Admin & Clerical
Location : Newry, Mourne and Down District Council
Hours Per Week : 37.00
Start Date : Immediate Start
Start Time : 09:00
End Time : 17:00
Salary: £12.02
Duties and Responsibilities
1. Provide comprehensive administrative and secretarial support to a number of Council Officers on a
daily basis including acting as point of contact for a service or department.
2. Provide seamless confidential business support and administrative cover working cross
departmentally as required within the Business Support Service.
Provide business support to agreed service standards and standard operating procedures to ensure
the highest standards of work, including effective and efficient turnaround times and work
prioritisation.
4. Process and record applications, system transactions and queries in accordance with approved
operating procedures.
5. Provide an excellent standard of customer service, including reception services and liaison with other
departments of the council, external agencies and members of the public. This will include taking
ownership of customer queries and complaints and following through to completion.
6. Provide advice and information to colleagues and customers on business support processes.
7. Process and maintain a range of data and document management systems, this will include filing,
archiving, retrieval, research, checking for accuracy, transfer of data to other agencies in line with
statutory or service level agreement requirements.
8. Prepare papers and reports actioning recommendations and maintaining follow up and manage
correspondence in accordance with departmental procedures.
9. Process financial transactions, to include recording and receipt of all monies (including credit card
payments), bank lodgements, updating financial records, generating and processing invoices for
authorisation, purchasing goods and/or services, maintaining stock control records, assisting with
financial claims and budget monitoring in accordance with financial regulations and governance.
10. Operate and monitor the Council’s manual and computerised booking/requisition systems in
accordance with approved procedures.
11. Acknowledge correspondence received and draft, issue and respond in accordance with
departmental procedures and agreed timescales.
12. Organise meetings, prepare agendas, service meetings, take minutes, distribute all relevant
documents, action recommendations and maintain follow up as required.
General
19. Carry out duties in compliance with the Health and Safety at Work Order 1978 (as amended); Acts
of Parliament; Statutory Instruments and Regulations and other legal requirements; and all Council
Policies and Procedures including Dignity at Work, Health and Safety, Attendance and all relevant
Codes of Conduct.
20. Undertake the duties in such a way as to enhance and promote the positive reputation of Newry,
Mourne and Down District Council.
21. Lead by example by behaving at all times in accordance with the Council’s values and promote same
within the organisation and externally.
22. Undertake all aspects of work respecting confidentiality and ensure that personal and/or sensitive
information under the control or access of the postholder is used, stored and maintained in
accordance with relevant data protection legislation.
23. Contribute to Corporate, Departmental and Regional working groups as required.
24. When required, assist in the execution of the Council’s Emergency and Business Continuity Plans.
25. Promote diversity across the organisation and in the Department by adhering to the Council’s Equal
Opportunity policies and procedures and avoiding all forms of discrimination both as an employer and a service provider.