Administrative Assistant (Health and Well Being)

Greenbank Offices, Newry

Temporary (Approx 9 weeks)

£14.52 per hour

21 hours per week (Mon to Wed)

Main Purpose

The postholder will provide a broad and comprehensive clerical, secretarial, reception and cashier service within the Environmental, Health and Building Services Directorate.

Main Roles and Responsibilities

• Carry out secretarial duties including the typing of letters; memos; reports, which may include charts, graphics, etc, production of PowerPoint presentations, and audio transcription.
• Carry out administrative and clerical duties including filing, arranging meetings, processing of invoices and orders.
• Provide reception duties and switchboard duties.
• Cashier duties for receipt of monies for Dog Licensing and Payment of Fixed Penalties, Building Control applications, etc provide receipts, maintain a float, balance till.
• Maintain a petty cash box and account.
• Data input to, retrieval from and production of reports for analysis from a range of management information systems and complaints systems, (for example TEnviron, TBuild, TMS).
• Maintain / retrieval from record keeping systems using databases, spreadsheets, manual filing systems, ensuring documentation dealt with is appropriately referenced and filed correctly.
• Deal with the incoming / outgoing post.
• Responsible for maintaining and updating diary/ies, setting meetings, sending out meeting notices and communicating changes etc to appropriate invitees.
• Assist with the preparation of reports and statistics as may be required, including the carrying out of research as directed, using information management systems, internet, or other appropriate sources.
• Assist with the management of office supplies.
• Participate as a team member within allocated area to assist with general improvements in systems, procedures and general service delivery, within the Councils overall interests.
• Operate, and maintain a range of office equipment to include PCs, audio equipment, photocopy, scanner, franking machine, switchboard, binder, shredder, punchers, etc.
• Assist in other sections of the Council as required.

Essential Criteria:

• Grade C or above in at least 4 GCSEs or equivalent qualification one of which must be GCSE English Language or equivalent and one of which must be a GCSE in a numerate subject or equivalent. AND At least 12 months’ previous work experience in the following areas: Customer service (internal and/or external customers) Administrative duties which included typing of letters, reports etc., and filing OR In lieu of qualifications at least 24 months’ previous work experience in the following areas: Customer service (internal and/or external customers) Administrative duties which included typing of letters, reports etc., and filing.
• At least 6 months’ previous work experience in the use of a Management Information System.
• Be able to demonstrate competence in use of e-mail and Microsoft Office applications including Word, Excel.
• Good oral/written communication and interpersonal skills.
• Ability to work as part of a team.
• Hold a full current driving licence and access to transport, or access to transport to meet the requirements of the post.

Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC). Platinum Recruitment NI Ltd adheres to all current employment legislation. We reserve the right to close vacancies earlier than the specified date, should we receive sufficient applications. If interested, please send your CV as early as possible. Please note only those candidates shortlisted may be contacted. Applicants must be authorised to work in the UK and Ireland. We are unable to sponsor or take over the sponsorship of an employment visa at this time. Successful candidates may need to apply for an Access NI Certificate with Platinum Recruitment NI Ltd regardless if you already have a valid certificate. It will be a cost of between £16 - £32 depending on clearance level.