Administrative Officer and Receptionist
Salary: Band 5. £25,652 - £27,363 per annum
37 hours per week
We are looking for a confident, positive and energetic Administrative Officer to join our team. The successful candidate will have strong organisational, communication and IT skills and thrive on assisting members of the public at key moments in their lives.
What is the role?
You will provide administrative support to the Portsmouth Register Service in all aspects of general and registration administration to the Registration team. You will be supporting the registration of births, deaths and stillbirths and the organisation of marriage, civil partnership and British citizenship ceremonies. You will ensure the day to day operating of the Portsmouth Register Service is as efficient as possible contacting informants to book appointments as well as booking notice of marriage and other ceremonies. With an understanding of birth, death and marriage legislation you will deal with enquiries from the public and stakeholders. In addition, you will provide a welcoming and efficient front of house reception service, ensuring the busy appointment schedule is kept to time. You will maintain accurate records, process request for copies of certificates and provide cover and support during periods of high demand.
Who is the person?
With experience of working in a front-line customer service and busy administrative role you will be able to manage multiple tasks at once. You will have experience of or a keen interest inworking in registration as well as cash handling. With excellent communication skills, both in person and over the phone, you will be patient, tactful and empathetic as you will be dealing with difficult situations. With an organised approach to work, and an excellent eye for detail, you will be able to manage your time and workload. You will have excellent numeracy, literacy skill and be confident using IT systems. A good team player who is flexible and adaptable to provide cover during absence periods and the ability to work at the weekends if required.
For full details of the role please refer to the job profile.
About Portsmouth City Council
What we can offer you:
Portsmouth City Council is a unique organisation, committed to making a difference, and is guided by core values that set who we are as people, what we stand for, and how we act.
Read more about working at Portsmouth City Council and our benefits on our careers portal homepage: Careers Portal - Find jobs with Portsmouth City Council
Application process:
Please read the full job profile for further details on the post to ensure your application matches the requirements of the role stated in the who is the person. Remember to demonstrate why you are suitable against each of the points described in the \'Who is the Person\' points on the Job Profile using examples from your experience or transferable skills. This might be through qualifications or descriptive examples from your work / personal experience, which clearly illustrates what you did and the effect it had. This is important or you are likely not to be shortlisted. Please read alongside the \'How to apply\' information on the careers portal.
We are a disability confident employer and Armed Forces Covenant gold standard. More information can be found at Equality, diversity and inclusion - Careers portal. We are committed to offering an interview to all those candidates that qualify under one of our commitments and meet the minimum criteria, however for roles that receive a large number of applications, this is not always possible, and we will select the candidates that best meet the minimum criteria.
You will need to demonstrate that you have the Right to Work in the UK. No post will be offered without it.
Closing date: 22 June 2025
Interview process will take place on the 3 & 4 July 2025.
Should you require any support in completing the application form please contact recruit@portsmouthcc.gov.uk . or call the recruitment team on 023 92 616800
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StudySmarter Expert Advice🤫
We think this is how you could land Administrative Officer and Receptionist in Portsmouth
✨Get to Know the Company Culture
Before jumping into applications, it’s super helpful to understand the vibe at Portsmouth City Council. Check out their social media, read reviews on sites like Glassdoor, and see how they engage with customers. It'll give you clues on their values and help tailor your conversation during interviews.
✨Join Customer Support Communities
Dive into online communities like those on Reddit or LinkedIn where customer support pros hang out. Participating in discussions or asking questions can make you more visible to potential recruiters and help you learn about job openings at companies like Portsmouth City Council before they even post them.
✨Attend Job Fairs or Networking Events
Look out for local job fairs or events specifically for customer support roles. This is your chance to meet hiring managers face-to-face, and you might even get the opportunity to interview on the spot!
✨Show Off Your Skills with Customer Interactions
In the customer support world, showcasing your communication skills is key. Consider creating a short video introducing yourself or even doing a mock call to showcase your abilities. It's a memorable way to stand out, especially if you can share this during your interview process!
Some tips for your application 🫡
Show Off Your Communication Skills:In customer support, clear communication is key. Make sure your CV highlights any experience you've had in customer-facing roles and your ability to resolve issues. Don't shy away from including specific examples of how you've gone above and beyond to help customers – this really shows your potential in the role.
Tailor Your Cover Letter to Portsmouth City Council:Your cover letter is your chance to shine! Tell us why you want to work at Portsmouth City Council specifically. Mention any unique aspects of our company that resonate with you and how your skills can enhance our customer support. This personal touch will set your application apart from the rest!
Highlight Any Relevant Tools or Tech Skills:If you've used customer support software like Zendesk or Freshdesk or have experience with CRM systems, make sure to mention these in your application. Being familiar with industry-standard tools can be a big plus for us when we’re reviewing applications, as it shows you can hit the ground running!
Demonstrate Your Problem-Solving Skills:Customer support roles often require a knack for problem-solving. In your application, share examples of past experiences where you've tackled tough situations or resolved conflicts effectively. This will give us a good sense of how you handle challenges—an essential skill for success at Portsmouth City Council!
How to prepare for a job interview at Portsmouth City Council
✨Show Off Your People Skills
In customer support, it's all about communicating effectively. Prepare to share instances from your past experiences where you handled difficult customers or resolved conflicts. We want to hear how you empathised and found the best solutions, so think of specific examples to back up your stories!
✨Know the Tools of the Trade
Familiarise yourself with common customer support tools like Zendesk or Freshdesk, and make sure to review how you’ve used any similar systems in the past. During the interview, being able to discuss your hands-on experience with software or ticketing systems can really set you apart from the competition, so don’t skip this prep!
✨Show Genuine Enthusiasm
As this is a full-time role, employers want someone who isn’t just looking for any job, but wants to grow within customer support. Make sure to express your enthusiasm for helping customers and your desire to develop your skills. Show them why you're passionate about this field!
✨Practice Common Scenarios
Be prepared for role-playing scenarios where you might have to reassess a solution with a frustrated customer or explain a complex process in simple terms. Practising these common scenarios can help us feel more confident and demonstrate our practical skills effectively during the interview.
