37.5 hours per week - 9am – 5pm, Monday to Friday
£14.07 per hour
Temporary Vacancy for 30 weeks initially
To provide a comprehensive and flexible administrative Business Support Service working across various Council functions/departments as required. This includes implementing and maintaining service standards and delivering excellent customer service to internal and external clients. The role aims to contribute to a modern, professional, high-quality, and responsive business support and customer service aligned with the Corporate and Business Plans of Newry, Mourne and Down District Council.
Duties and Responsibilities
1. Provide comprehensive administrative and secretarial support to Council Officers, acting as a point of contact for a service or department.
2. Offer confidential business support and administrative coverage across departments within the Business Support Service.
3. Maintain service standards and procedures to ensure high-quality work, timely turnaround, and effective prioritization.
4. Process and record applications, transactions, and queries following approved procedures.
5. Deliver excellent customer service, including reception duties, liaising with departments, external agencies, and the public. Manage customer queries and complaints effectively.
6. Advise colleagues and customers on business support processes.
7. Manage data and document systems, including filing, archiving, data transfer, and accuracy checks, in line with statutory or service agreements.
8. Prepare reports, handle correspondence, and follow up on recommendations as per departmental procedures.
9. Process financial transactions, including recording payments, bank lodgements, invoicing, purchasing, stock control, and financial claims in accordance with regulations.
10. Operate and monitor booking and requisition systems per approved procedures.
11. Manage correspondence, including acknowledgment, drafting, issuing, and responding within set timescales.
12. Organize meetings, prepare agendas, take minutes, distribute documents, and follow up on actions.
13. Assist with departmental projects and events as needed.
Minimum Qualifications and Experience
1. Grade C or above in at least 4 GCSEs, including English Language and a numerate subject, or equivalent qualification.
2. At least 12 months’ experience in customer service and administrative duties, including typing and filing.
3. OR in lieu of qualifications, 24 months’ relevant work experience in the same areas.
4. At least 6 months’ experience with Management Information Systems.
5. Proficiency in email and Microsoft Office applications (Word, Excel).
6. Good communication and interpersonal skills.
7. Ability to work effectively as part of a team.
8. Full valid driving license and access to transport.
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