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Admin Assistant - Lisburn - Temporary - Full Time

Task Recruitment

Lisburn, Co. Antrim

  • Salary:

    £15,000 - £25,000

  • Added:

    08/02/2019

  • Closing:

    in 2 days

We're seeking to recruit an experienced Administrative Assistant for our public sector client based in Lisburn. The successful candidate will provide a confidential comprehensive administrative/ clerical service to the the team and ensure all responsibilities are carried out in a timely, effective and efficient manner. 

Location: Lisburn

Hours: 37.5hrs per week [9am-5pm] + Ability to work additional hours if necessary. 

Salary: £10.92 per hour 

Contract: Temporary until end of June 2019, this could be extended depending on workload.

Duties and Responsibilities

  • Fully utilise the MS Office suite including Word, Excel, Access, Powerpoint and Outlook on a daily basis and other bespoke software packages to create letters, memos, reports, statutory notices, mail merges etc. 
  • Managing complaints from the general public face to face and over the telephone in a timely and efficient manner on any matters involving the Service Unit’s core functions.
  • Responsible for managing sensitive and contentious information in the development, maintenance and updating of manual and computerised filing systems within the Service Unit in an accurate and confidential manner.
  • Dealing with difficult incidents and irate customers when situations arise.
  • Use of the internet for research and information purposes.
  • Responsible for the reconciliation of all monies within the Technical and Environmental Services Department a rota basis. Processing daily lodgements and delivering them weekly to RMS. Responsible for the safe keeping of the safe deposit boxes and keys.
  • Receiving and processing payments over the counter, by post or via telephone for goods and services offered by the Service Unit. Ensure that payments received for all licensing functions, property search requests, Fixed Penalty Payments, legal costs are processed through the Department’s computerised till system (Mircocache). Ensure records are maintained for accounting purposes and receipts are issued and copies files for audit.
  • Use of Worldpay for accepting online payments through the online portal system.
  • To issue and receive payments for oil stamps and provide guidance on the scheme to members of the public and business as required.
  • Process and issue property certificates in a timely manner in line with the Service Unit’s Business Plan. Participate in the data management of the property certificate related software (iLap). Liaise with software provider to resolve operational difficulties.
  • Process and issue dog licenses in a timely manner in line with the Service Unit’s Business Plan. Participate in the data management of the licensing software (Te-Dogs). Sending out weekly license reminders. Liaise with software provider to resolve operational issues.
  • Responsible for inputting and updating service requests to the Te-Enviro software. Liaise with software provider to resolve operational difficulties.
  • Responsible for the opening, processing, accurate distribution and recording of incoming mail and daily management of outgoing mail.
  • Carry out general administrative functions including filing, photocopying, faxing, printing and binding.
  • Maintain supply of stationery and request reorders as necessary. To obtain quotations for goods and services required by the Service Unit.
  • Attending and participating in training and workshops on/off site when required.
  • Managing the Service Unit’s Assets register, including the Service Unit’s specialist equipment, and update as required.
  • To update and maintain a call forward system to aid professional officers within the Service Unit in the management of their daily workload.
  • Participate in the training of newly appointed and temporary staff, and student Environmental Health Officers.
  • To communicate directly and indirectly with members of the public, other Departments, Councillors, MLA’s, MPs and various statutory and non-statutory bodies to deal with matters pertaining to Environmental Health in accordance with the clients direction.
  • Prioritises and manage workload in accordance with conflicting demands.
  • To participate in the response to emergency incidents under the management and direction of the Senior Management Team.
  • Using own initiative, innovative thinking and creativity in the design and creation of information leaflets and promotional materials for distribution to the public/registered businesses.
  • Participate in the management of the archiving process used within the Environmental Health Service Unit and corporately.
  • Facilitating the organisation and setup of meeting rooms.
  • Participate in the collation of statistics and data as required in response to requests such as Freedom of Information requests.
  • Provide support to other Service Units within the Department as required.
  • Promote a corporate and positive image of the Client.
  • To undertake the duties in such a way as to enhance and protect the reputation and public profile of the client.

Qualifications and Experience

It is essential that applicants hold the minimum of:

  • A minimum of 5 GCSE's Grade C or above (inc. English Language) or equivalent*
  • A minimum of one year's relevant experience in the following: 
    • Cash Handling 
    • Experience of Microsoft Office or equivalent in a working environment for a minimum of 1 year
    • Creating and maintaining databases, word processing reports/Documents
    • Experience of dealing with the public in a working environment.

Where applicants do not meet the qualifications as outlined in bullet point 1 they must demonstrate 3 year’s relevant experience as listed in bullet point 2 above.

  • Practical working knowledge of Microsoft Office Suite.
  • Good oral and written communication skills
  • Good I.T. skills
  • Ability to liaise with the general public.

Desirable

  • NVQ Level 3 or equivalent in a relevant subject.
  • Experience in the following areas:
    • Local Goverment experience
    • Experience of recording and maintaining statistical information 
    • Minute taking 
    • Use of computerised purchasing system
    • Liaising with Councillors 
    •  
  • Knowledge of the functions of Local Government. 

Other Information

Location: Lisburn

Hours: 37.5hrs per week [9am-5pm] + Ability to work additional hours if necessary. 

Salary: £10.92 per hour 

Contract: Temporary until end of June 2019, this could be extended depending on workload.

This role is for an immediate start. 

TO APPLY:  If you would like to apply for this role, send us your CV via the link provided or if you would like to discuss this position in absolute confidence, contact our office to speak to one of our consultants at Task Recruitment on 02890421047.

Job Snapshot

Job Type
Temporary Full-Time
Qualifications
GCSE
Sector
Public Sector, Secretarial & Administration
Job Roles
Administrative Assistant, Administrative Clerk
Min Experience
1-2 yrs
Employer Type
Recruitment Agency
Contact
Sales Team
Location
Lisburn, Co. Antrim
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Employer Details

Task Recruitment

16 Downshire Road,
Holywood,
Co. Down,
BT18 9LX

Job Ref:

L89045

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