Business Operations Services Co-ordinator Permanent
Full time
£26,106.00 - £28,653.00
Previous applicants need not apply.
The role will support the administrative functions in business operations in particular the Fleet department and will be responsible for vehicle administration including insurance/ accident claims, fines & PCN’s, vehicle damage, MOT, tax and servicing etc as well as updating systems and processing invoices and purchase orders. This role will be based at Warwickshire Police HQ. We are looking for an experienced administrator who has ideally worked within a fleet and insurance service desk environment.
Job Purpose:
To support the functions of Estates and facilities, fleet, uniform and operational equipment and logistics within the Business Operations service area. To effectively deliver a wide range of administrative and customer service to Warwickshire Police Officers, Staff and Visitors.
Main Responsibilities:
# Act as the first point of contact, ensuring face to face, telephone and email requests into the business operations services helpdesk are dealt with within agreed service levels.
# To maintain a customer service ethos in the delivery of Business Operations services to ensure there is ongoing dialogue with service users to ensure they are continually updated. Provide a welcoming customer service at reception to all staff and visitors, either signposting or effectively dealing with requests.
# To proactively triage business operations servicedesk requests, process or route to the appropriate team i.e. Estates and facilities, fleet, uniform and operational equipment or logistics, for action or escalation.
# To archive force documentation as requested and support the retrieval of files and documentation process in a timely manner, in line with the records management and archive policy and procedures.
# To administer the force ID and issuing of warrant cards ensuring confidentiality and secure issue of cards.
# To administer the force’s postal services for all incoming / outgoing post and packages. Ensuring the post and packages are securely packaged, sorted, distributed and correctly addressed and franked’ daily Use the franking machine and ensure the credit and maintenance is at the required level.
# Administer the hire of vehicles and pool car process through the business operations service desk, ensuring the vehicles are booked and follow-up checks are carried out in a timely manner.
# Process routine duties such as filing, issue of eyecare vouchers, answering the telephone, dealing with general enquiries, photocopying, and administration accommodation and travel bookings.
# Process court fee payments and supporting documentation within a timely manner. Securely administer the petty cash, counting seized cash and banking requirements and ensuring the cash sheet reconciliation is completed in accordance with accounting and cash handling policies and procedures.
# Procure and receipt goods and services using the forces financial system as requested by Business Operations specialist teams. Administer the stock replenishment of stationary, force forms and print requirements seeking approval within a timely manner.
# Administer the allocation and retrieval of force lockers, ensuring records are updated, keys issued or collected.
# To ensure that the aims, intent and expectations of the Warwickshire Police Vision and Values are fully integrated into all day-to-day activity.
# Ensure that all data and information related to the function is maintained and managed in accordance with good practice in respect of its Confidentiality, Availability and Integrity and that appropriate contingency arrangements are in place regarding the function’s service delivery.
# Ensure that all data and information related to the function is maintained and managed in accordance with good practice in respect of its Confidentiality, Availability and Integrity and that appropriate contingency arrangements are in place regarding the function’s service delivery.
Special Conditions: May occasionally be asked to travel within Warwickshire
Person Specification:
Knowledge:
Educated to GCSE standard (5 A – C including English Language and Maths)
Level 3 qualification in Administration or equivalent experience
Competent in the use of IT, including Microsoft packages or equivalent
Experience:
~ Previous administration experience of working in a busy office environment required.
Key Skills:
Proven ability to build effective working relationships and operate as part of a wider team
Proven ability to use own initiative and problem solve.
Excellent and effective organisation and Interpersonal skills
Ability to operate calmly and professionally under pressure
To operate with sensitivity and tact and to resolve conflict wisely
A proactive ‘can do’ approach in managing situations and people effectively
Ability to work on own initiative and multi-task
Proven ability to co-ordinate a wide range of tasks and be able to manager large volumes of work