Job Description : Administrative Assistant

Transcription

1 Job Description : Administrative Assistant Waverley is an ambitious authority, committed to being one of the leading Councils in the country at a time of major change by developing a high performing, highly engaged staff team to share the organisation s values and deliver our corporate objectives. JOB DESCRIPTION Job title: Service: Team: Location: Reporting to: Responsible for: OUR ORGANISATIONAL VALUES Openness Excellence Fairness Team Work Administrative Assistant Customer and Corporate Services Estates and Valuations The Burys, Godalming, Surrey, GU7 1HR Estates and Valuations Manager N/A In Waverley we value openness and honesty where communication is clear and constructive and actions are transparent. In Waverley we value excellence, working in a consistent and professional way to achieve the highest standards possible, taking the time to recognise and celebrate success. In Waverley we value fairness and respect, working with integrity to ensure that everyone is treated well and has equal access to the opportunities available. In Waverley we value team work and collaboration, with approachable staff actively contributing to our shared corporate goals. PRINCIPAL PURPOSE OF THE ROLE To provide comprehensive commercial, resource planning and support and assistance within the Estates and Valuation team MAIN DUTIES AND ACCOUNTABILITIES Responsible for the renewal of the Council s annual property Licences. To ensure the Council s property terrier system is maintained accurately and kept up to date. 1 P a g e

2 To undertake a regular reconciliation of income received against income due according to the Property Terrier records. Reporting on and monitoring lease income budgets to ensure budgets are met Collecting surveyors fees where necessary and reporting accordingly To assist with invoicing and payments for all Council lease outs To provide and deal with service requests involving the production of plans and the provision of background information on leases and other related property arrangements relating to the Council s property holdings. To set up and maintain systems to ensure the efficient operation and management of Estates administration, customer care, case management, allocation and monitoring, including providing updates on work progress To establish and maintain appropriate scheduling techniques to cope with the peaks and troughs of service demands To act as the general day to day point of contact for client officers, Councillors and Council customers who approach Estates To support with the preparation of strategic reviews. To manage and organise any relevant meetings which are attended by Executive members and senior offices. To produce the sections work programme and prepare performance statistics. To register and acknowledge letters and s and monitor enquires. To assist with the general work of the section e.g. keeping track of authorisations, letters and filing. To assist with undertaking of the asset register review in conjunction with colleagues from Accountancy. To coordinate with the Legal Business Manager on property transactions. To carry out index map searches and obtain official copies from the Land Registry for other Services of the Council and resolve Land Registry queries by the most appropriate means Undertaking basic rent reviews Administration associated with the disposal of Council dwellings / assets where appropriate including liaising with external agents and managing the offer process Developing methods of working to achieve improvements in service delivery and customer satisfaction To carry out any duty reasonably required by the Head of Customer and Corporate Services. Business Continuity Play a pivotal role in business continuity planning and should the need arise assist in ensuring business recovery of key service provision in a 24 hour window where appropriate Health and Safety Comply with all Health and Safety legislation for your area of work, ensuring that risks are identified, managed and monitored as required. DIMENSIONS OF THE ROLE 2 P a g e

3 There are currently five members of staff in the Estates Section. The Estates Administrative Assistant is responsible to the Estates and Valuation Manager. The post holder administers income and expenditure budgets exceeding 1m along with the Estates and Valuations Manager The Estates Administrative Assistant will be responsible for carrying out regular reconciliations of the income due from the Council s property holdings which are in excess of 1,000,000 per annum. The Estates Administrative Assistant is supports the management of an investment portfolio worth in excess of 7.5 million pounds. The Estates Administrative Assistant has specific responsibility for managing the renewal of at least 150 annual licences for Council property, dealing with individual residents and businesses. AREAS OF ACCOUNTABILITY/PROBLEM SOLVING DECISION MAKING / SCOPE FOR IMPACT To be involved in ensuring that all work undertaken by the Estates Services section is carried out in accordance with Committee resolutions and Council policy. Preparation of performance information and statistics for management monitoring. PLANNING/ORGANISING/CONTROLLING Terrier system Revenue budget monitoring Preparation of performance information and statistics for management monitoring. CUSTOMERS AND CONTACTS INTERNAL Officers at all levels in all services Elected Members EXTERNAL Members of the public Consultants employed by Waverley Borough Council Contractors Members of other Councils, other local authorities and government departments All types of external organisations and officials. SERVICE/TEAM STRUCTURE 3 P a g e

4 Head of Customer and Corporate Services Administrative Assistant Estates and Valuations Manager Estates and Valuations Officers (AW/HB/CW) Trainee Estates and Valuations Officer (Vacant) 4 P a g e

5 PERSON SPECIFICATION Candidates must be able to fully demonstrate all essential criteria marked and A/C/I, within their application form to be shortlisted for this role. PERSON SPECIFICATION ESSENTIAL CRITERIA HOW DESIRABLE HOW ASSESSE CRITERIA ASSESSED D QUALIFICATIONS/ EDUCATION / TRAINING / EXPERIENCE Literate and numerate GCSE or equivalent in Maths and English KNOWLEDGE /TECHNICAL SKILLS Knowledge of office procedures. IT skills in particular Microsoft Word and Excel. COMMUNICATION Good telephone manner and communication skills. CUSTOMER SERVICE Good verbal and written skills. Good customer service skills. A/C/I TEAM WORKING Ability to work as part of a team. MANAGING SELF AND OTHERS Strong organisational skills. Ability to work within approved budgets CAN DO APPROACH / Ability to work under pressure 5 P a g e

6 ACHIEVING RESULTS SPECIAL REQUIREMENTS Able to effectively organise workload and meet deadlines. Attention to detail. For business continuity purposes you are required to have access to the internet at home via broadband on a PC, laptop or tablet. Valid driving licence. A How assessed A = Application CV/Personal Statement C = Certificates/professional Registration D = DBS police check E = Exercise I = Interview M = Medical assessment For Official Use only Job title: Administrative Assistant Post no: CC06 Service: Customer and Corporate JE score: 175 Services Team: Estates and Valuation Pay band: 9 Location: The Burys Position type: Part time Godalming, (if part time, working 18 Hours Surrey GU7 1HR pattern) Competencies: Communication: 2 (level 1 4) Customer Service: 2 Team Working: 2 Managing Self and Others: 2 Can do approach/results 2 REVIEWED BY: David Allum DATE: April 2018 CHECKED IN: LAST UPDATED: Employee Services this? Add date DATE: DATE: April P a g e