Job Purpose and Information
The Fleet Admin Support Officer will provide administrative, clerical and secretarial support to the Libraries NI Assets Management Team in its provision of procurement, management and delivery services relating to Libraries NI's land, property and vehicles.
Job Description
Responsible to: Fleet Transport Manager
Main Duties and Responsibilities
Assets Management Processes
1. To operate the property maintenance helpdesk function for Libraries NI including answering phone calls and e-mails, identifying relevant information to ascertain the nature of problems, recording all requests on the call logging system, contacting service providers, monitoring progress of repairs etc.
2. To collate and manipulate data relating to the operation of the estate including the drafting of reports, presentations and summary data for distribution to internal and external customers.
3. Contribute to the development of Asset management call systems.
4. Train new staff in the process of operating the maintenance help desk and call logging system.
Health and Safety
1. Receive accident and incident reports from libraries and other building in the estate together with vehicle accidents. Record each event in the H&S register and print form for review by the Assets Manager.
2. Retrieve records as requested by the Assets Manager.
Invoicing
1. Using the call logging system check invoices received against calls raised, process and forward to Asset Manager for approval.
2. Contact suppliers to query any outstanding issues with invoices and agree appropriate action.
3. Keep records of invoices processed and those pending to ensure timely payment of same.
Raising Orders
1. Monitor consumables required to service the assets office.
2. Utilise the organisations purchasing system to raise orders for the assets team and other goods and services as appropriate.
Utilities
1. Manage Outlook inbox to gather information from each library or building in the estate for monthly meter readings for gas and electricity and submit to the appropriate utility provider for the accurate billing of utilities.
2. Answer any queries from staff and follow up libraries which have not submitted the required information.
Assets Disposal
1. Receive asset disposal forms from libraries and other properties in the estate and present to the Assets Manager for completion.
2. Return completed signed off asset disposal form to each library and other property and copying to Finance as appropriate.
Administrative Support
1. Provide administrative, clerical and secretarial support to the Libraries NI Asset Manager, Assets Officer, Fleet Manager and Capital Project Manager.
2. Develop, maintain and operate manual/computerised information systems in relation to the management of information relevant to the Assets Management function. E.g. property maintenance records, vehicle service histories, rent payments etc.
3. Provide word processing, filing and duplication services in support of the administrative processes including the use of E-mail, Excel spreadsheets and data inputting.
4. Ensure the secure storage of confidential documents.
5. Provide secretarial support to arrange meetings, including draft correspondence, issue of invitations, room bookings, hospitality etc.
6. Provide a telephone and/or e-mail contact point for the Assets Management Team including message taking.
7. Make contact with relevant personnel, both internal and external, to obtain or source information.
8. Maintain diaries (electronically) and arrange appointments for staff within the Assets Management team.
9. Service meetings and draft minutes as required.
10. Manage petty cash box and record transactions.
11. Help manage assets records keeping and archiving process together with disposal of records.
Staff Development
1. Attend and participate in training and staff development programmes in compliance with Libraries NI Staff Development Policy, including Staff Appraisal.
2. Co-operate as required in the introduction, development and operation of any Information and Communications Technology relevant to the grade.
3. Keep abreast of initiatives and developments within the Library Service.
4. Contribute to the delivery of training on routine aspects of administration work.
Other Duties
1. To be able to work in a busy and demanding environment to achieve all relevant deadlines.
2. To assist Assets Management Team in resolving routine queries and extracting information required by internal and external agents, management or other internal departments, NIAO, DCAL, etc.
3. To work to the highest degree of personal integrity and discretion in relation to the management of the organisation’s assets, ensuring that confidentiality is maintained and the authority's obligations under data protection are met.
This job description is intended to indicate the broad range of responsibilities and requirements of the post. It is neither exhaustive nor prescriptive. Libraries NI reserves the right, in consultation with the post holder, to amend the job description to meet the changing needs of the organisation.
Person Specification / Terms and Conditions
Applicants must provide evidence that, by the closing date, they meet the following criteria:
Essential Criteria
Qualifications:
* Five GCSE/GCE O levels at grades A*‑C or equivalent, including English and Maths OR equivalent/higher relevant qualification
Experience:
* Two years' relevant experience working in an administrative role
Knowledge & Skills:
* Proficiency in the use of Microsoft Office or equivalent to include the word processing of documents; Microsoft Outlook/email and experience of producing information using Microsoft Excel/spreadsheets
* A proven ability to successfully prioritise and manage a range of tasks within required timeframes
* A proven ability to work in a team environment and deal with a wide range of internal and external customers
* Good interpersonal, oral and written communication skills.
Desirable Criteria
Qualifications:
* OCR/RSA Level 2 typewriting or word processing (parts 1 & 2) or equivalent or higher qualification OR equivalent IT qualification.
Experience:
* Experience of working in an Assets Management or Property Management Department.
The panel reserves the right to enhance the criteria if necessary. The above essential criteria will be used for shortlisting purposes. If deemed necessary, essential criteria 1 and/or 2 may be enhanced and/or Desirable may be used for shortlisting.
Guidance Notes for Applicants
Application forms should be completed in conjunction with the Notes of Guidance for Applicants which may be downloaded with the application pack from Libraries NI staff Intranet: Guidance Notes for Applicants
It is essential that candidates provide sufficient details, using examples and dates where appropriate to demonstrate that they meet these requirements. It is not sufficient to simply list duties and responsibilities. Libraries NI will not make assumptions from the title of the post or the nature of the organisation as to the skills and experience gained. If you fail to provide sufficient detail, including the appropriate dates needed to meet the essential criteria, your application will be rejected.
SELECTION PROCESS
SHORTLISTING
Shortlisting will be carried out on the basis of the information provided against each specific criterion as presented on the application form. Applications will first be considered against the essential criteria. Where necessary enhanced criteria and/or desirable criteria may be applied.
Only shortlisted candidates will be called to the next stage of the selection process.
In addition to meeting the essential and, if applicable, desirable criteria, candidates will be expected to demonstrate during the selection process their experience, knowledge and skills in the following key areas and draw on their personal qualities to support their answers.
* Maintain confidentiality
* Tact, discretion, diplomacy
* Ability to build effective working relationships
* Ability to work as part of a team
* Flexible.
RESERVE LIST
Where a competition identifies more appointable candidates than there are available vacancies, a Reserve List may be created in order of suitability for further appointments within Libraries NI. This may be used for up to 12 months to fill the same or like vacancies with a similar job description and person specification and on the same salary scale, normally within the same location/department without further testing of merit.
EEO Statement
We are an equal opportunities employer. We welcome applications from all suitably qualified persons. However, as men are currently under-represented in HR, we would particularly welcome applications from men. All appointments will be made on merit.
TERMS AND CONDITIONS
This is a permanent appointment. The successful candidates will be employed on NJC terms and conditions of service and membership of the Northern Ireland Local Government Pension Scheme is automatic for persons eligible to join. Further information about pensions is available on the NILGOSC website www.nilgosc.org.uk
Annual leave entitlement for the full leave is 23 days (pro rata for part time posts) increasing to 29 days after five years’ service. In addition, there are usually 12 statutory holidays.
Where applicable appointments will be subject to satisfactory completion of all procedural and pre-employment checks.
Where applicable successful candidates will be subject to a probationary period of six months.
An unpaid meal break of 30 minutes will normally be taken by employees who are contracted to work 4 hours or more per day.
Travelling and Subsistence
Travel expenses at rates approved by Libraries NI will be paid in respect of approved journeys necessary as an employee of Libraries NI.
Mobility Clause
The post will be located in an agreed location, or at any alternative premises as may be reasonably required and may be subject to change following consultation with the post holder.
Excess Fares
If you are an employee of Libraries NI and in receipt of excess fares, this provision will cease on appointment.
Compliance
Libraries NI complies with the AccessNI Code of Practice regarding the handling, use, storage etc. of Disclosure of Information. Applicants requiring further information on this should refer to AccessNI’s website www.accessni.gov.uk
Libraries NI has adopted a ‘Smoke Free Workplace Policy’.
Privacy Statement
To view Libraries NI’s privacy statement please visit www.librariesni.org.uk or ask Human Resources staff for a copy.
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