Job Title – Fleet and Logistics Administrator
Location – Boucher Crescent
Hours – 36.25 p/wk
Hourly Rate - £12.85 – Scale 4
Duration – Temporary – 6 months with possible extension
Main Purpose :
To provide an outstanding, customer-focused administrative service within the Service Support Business Unit. The role involves supporting internal and external customers with a variety of administrative functions, contributing to the overall efficiency of the service, and ensuring smooth operations within the unit. This position also plays a key role in business planning, system management, and providing general administrative support.
Key Responsibilities :
* Administrative Support :
o Deliver an exemplary customer-focused administrative service to internal and external customers, including performing receptionist duties.
o Offer guidance and support to managers and support staff on financial, systems, administration, and procurement matters.
o Produce reports, statistics, and information for management, committees, and working groups, including Board reports, annual reports, and statutory returns.
o Assist in developing the business unit’s business plan and relevant KPIs to track and demonstrate performance.
o Contribute to the production of the Directorate’s business plan as needed.
o Monitor, review, and recommend improvements to administrative systems and processes, implementing changes as directed.
o Work collaboratively with other administrative units to ensure consistent and efficient methods of working.
o Provide administrative support to the Directorate, including producing technical documents, manuals, and operating procedures.
o Act as the initial point of contact for the business unit, recording and forwarding queries to the appropriate manager or department.
o Handle incoming and outgoing correspondence, including drafting responses or forwarding to the appropriate department.
o Set up and maintain physical and electronic filing systems for the unit.
o Prepare and collate relevant documents and reports for the Directorate, including confidential material related to budgets.
o Design, create, and maintain databases, spreadsheets, and documents in collaboration with the Service Support Business Manager.
o Prepare materials and presentations using appropriate software packages.
o Ensure that all electronic systems, databases, and spreadsheets are maintained accurately and on time.
o Provide administrative support for internal and external meetings, assisting with meeting arrangements and taking minutes when required.
o Order, monitor, and issue stationery and office supplies in line with company policies.
* General Responsibilities :
o Assist in preparing business cases, tenders, and quotations following financial and procurement regulations.
o Provide high-quality customer service, managing queries and complaints through to resolution.
o Ensure effective working relationships with internal and external stakeholders, including employees, managers, and suppliers.
o Represent the Service Support Business Manager as needed, ensuring continuity in operations.
o Carry out duties in a manner that protects and enhances the company’s reputation and public profile.
o Comply with all frameworks, policies, and procedures, including health and safety, equality, and information governance.
o Direct staff to the appropriate sources for issues outside the scope of this role.
o Participate in project work as directed, following good project management principles.
o Take part in recruitment and selection processes as required.
o Perform additional duties as assigned to meet organizational needs and adapt to changes in the work environment.
Essential Experience and Qualifications :
* Education :
o At least 5 GCSEs at Grade C or above (or equivalent), including English and Maths.
* Experience :
o A minimum of 2 years’ experience working in a demanding office environment, performing various business support tasks such as scheduling and meeting administration.
* Technical Skills :
o Competent in using Windows and Microsoft applications, particularly databases and MS Word.
Essential Skills :
* Planning & Organization : Ability to effectively plan, organize, and prioritize tasks, with attention to detail and the ability to work independently or as part of a team.
* Communication : Strong verbal and written communication skills, capable of providing clear, accurate, and timely information.
* Customer Service : A customer-focused approach to service delivery, with the ability to address customer queries and resolve issues efficiently.
Desirable :
* Experience in taking and producing minutes and action plans from meetings.
* Previous experience in local government or the public sector.
Application Deadline – Friday 10th January 2025
If you wish to apply or would like more information, please email your CV in Microsoft word format to Daniel Finlay at
Applicants must ensure their CV is accurate and up to date. The CV should include your full employment history inclusive of dates, all academic achievements and full personal contact details.
Please note only applicants that match this criteria can be considered for the role.
Apple Recruitment Services is acting as an Employment Agency in relation to this vacancy.