JOB DESCRIPTION Job Title: Administration Adviser Directorate: Initially, Prosperity however, may be required to work in any Directorate in the Council Section: Initially, Planning however may be required to work in any Section in the Council Location: Initially, Church Street Offices, Newtownards however may be required to work in any location in the Council Reports to: Executive Officer Salary: Scale 5 SCP 13 - 18 PURPOSE AND FUNCTION OF THE POST The Postholder will work as part of a team supporting the Business Support Officer across the range of functions within the Planning Section. PRINCIPAL DUTIES AND RESPONSIBILITIES Assisting in the provision of a range of clerical, administrative and secretarial support within the Planning section. All clerical and administration duties involved in the processing of planning applications and enforcement cases including the scanning, redacting and uploading of PDF files to the planning portal, generation of acknowledgement and notification letters and e-mails, and the electronic issuing of decision notices. To issue and upload decision notices and approved plans within target deadlines checking that all relevant information is on file and issued within timeframes e.g. third-party representations, neighbour notifications and consultees. To prepare documentation for Planning Committee and to take responsibility for investigation and research work as required. To process service requests and amendments to data on Uniform the planning departments software for the Planning Portal system. To prepare and upload sets of documentation requested by the Planning Appeals Commission (PAC) within set timeframes. The maintenance and development of planning webpages and computerised planning record systems Assisting with the advertising process including the provision, hyperlinking and circulation of advertising lists To be the central point for correspondence and to deal with internal and external enquiries by phone or email. To liaise with employees and to act as referral point in the section for information exchange. To route other queries to appropriate Department/ Section. To be the central point of contact for arranging open file appointments, management of preparation of open files and attendance at appointments. The administration of Property Certificate queries submitted by solicitors in relation to planning histories for identified properties or sites. To manage, maintain and update all appropriate files and records within the section (electronic and paper systems) including the off-site storage. To co-ordinate computerised and administrative systems and procedures for management information and budgetary control. To assist in processing of all Section invoices. Responsible for the design, preparation and maintenance of regular reports, downloads and extract from the Mastergov system for the attention and action of Management. Undertake such other relevant duties as may from time to time be required for the efficient operation of the section. To comply with and promote equality, health and safety in accordance with Council Policies and legal requirement. PERSON SPECIFICATION The person specification provides information on the qualifications, experience, knowledge and skills required to carry out the duties of the post. The essential criteria will be used for shortlisting and as part of the selection process QUALIFICATIONS ESSENTIAL 5 GCSEs or equivalent EXPERIENCE ESSENTIAL General administrative experience working in a busy customer facing environment Experience of dealing with the public and responding to enquiries by phone, by e-mail and in person Maintaining filing systems Maintaining spreadsheets and databases Compilation of reports for committees Experience in the use of Microsoft Office and related packages, particularly word and excel DESIRABLE Experience working in a planning environment Knowledge of planning processes within local government Knowledge of councils GIS mapping system and the NI Planning Portal KEY SKILLS & ABILITIES ESSENTIAL Excellent level of written and verbal communication and interpersonal skills The ability to work as part of a team Good ICT skills Ability to work unsupervised Ability to manage workload and meet deadlines Ability to prioritise and manage conflicting work demands The selection panel reserves the right to enhance the shortlisting criteria to facilitate the process when necessary.