Administration Officer (Job Share) at Dawlish Town Council

Main Purposes of Role

· To work according to the direction of the Town Clerk to provide a front of house service to customers of the Council.
· To carry out a range of administrative roles as allocated from time to time.
· To supervise the room booking system for the Manor House.
· To provide secretarial support to the Mayor.

Main Duties

· To be the initial point of contact for customers, in person, by mail, email or telephone.
· To be responsible for sorting all incoming mail, ensuring it reaches the right person and for the prompt dispatch of all outgoing mail.
· To supervise the room booking system, liaising with the caretaker to ensure customers’ specific requirements are met. To ensure accurate records on the automated booking system
· To ensure that invoices for room bookings are issued promptly.
· To receive all income and ensure that it is processed through the correct procedure, so that the Finance Officer can maintain proper accounting records.
· To arrange the Mayor’s civic receptions, with assistance from the Events, Projects & Tourism Officer.
· To receive all requests for the Mayor to attend events and ensure that the Mayoral Diary is up to date. To liaise with the Mayor on diary issues.
· To assist the Projects Officer with the organisation of events, including producing promotional material, if necessary.
· To update the website and pass on questions from the website.
· To carry out the day-to-day administration of the Allotments Scheme.
· To provide general clerical support within the office, as directed by the Town Clerk.
· To act as an appointed First Aider and Fire Warden.
· To deputise for other officers as required, including clerking committees when required.

General Duties

· to undertake such other duties and responsibilities as may be required and which are consistent with the general level of responsibility of this role and the needs of the Council
· to attend meetings of the Councils and its Committees as appropriate
· to convene or attend meetings, as appropriate within the community to promote partnership working and effective communications
· to prepare and produce reports and associated supporting materials for Council meetings
· to maintain personal and professional development to meet the demands of the job
· to establish and maintain effective working relationships within and outside the organisation, always engendering a team spirit
· to uphold the Council’s core policies and procedures
· to maintain and process records accurately
· to work flexibly, and provide ad hoc cover for the other Job Share role in the event of long term annual or sick leave

Contacts

· The postholder will be required to present an appropriate, positive image of the Town Council dealing with all contacts in a professional and respectful manner.
· Internal contacts: Councillors, officers of the council
· External contacts: contractors, suppliers, representatives of partner organisations and other local authorities, businesses, and members of the public

Commitment to Quality

· To attend training courses or seminars as required.
· To ensure that the public receive appropriate and professional service and to help ensure the council has a reputation for courtesy and endeavour on behalf of its customers.
· To be mindful of the council’s policies and act in accordance with these.

Notes

The Town Council reserves the right to alter the content of this job description, after consultation, to reflect to the job or services provided without altering the general character or level of responsibility.

Person Specification

Qualifications

Essential

• Educated to GCSE / HNC/HND or NVQ level 3

Administration and Organisational Skills

Essential

• 3 years’ experience in an administrative role
• Experience of analysing information, providing briefings, and taking minutes and/or notes.

Desirable

• 5 years’ experience in an administrative role

Communication

Essential

• Understanding of different channels of communications including social media and websites.
• Excellent customer service skills, showing awareness of the level of service expected towards customers and the ability to deal with them in a positive and polite manner.
• Excellent written, presentation and listening skills.

Flexibility and Responsiveness

Essential

• The ability to deal with change and be flexible.
• The ability to demonstrate personal commitment, enthusiasm and achievement of high-quality standards.

Information technology

Essential

• An excellent working knowledge of Microsoft Office, including Word, Excel, PowerPoint and Outlook and the ability to quickly take on in-house IT working practices

Special requirements & employee screening checks required for successful applicant

Essential

• High numeracy and analytical skills
• Right to work in the UK
• Qualification’s check
• Ability to travel when required
• References

Job Types: Part-time, Permanent
Part-time hours: 18.5 per week

Salary: £22,777.00-£24,496.00 per year

Benefits:

• Company pension
• On-site parking

Work Location: In person

Application deadline: 13/10/2023