Operations and Contracts Support Assistant - Admin & Clerical
Temporary Contract 2 December to March 2025
Duncrue Complex Belfast
Main purpose of job:
Be responsible to the Sustainable Resources Manager (Contracts and Operations) for the provision of the full range of systems administration, monitoring and support including service, performance, contractor and customer information provision.
Support completion of official and other relevant legislative and management information returns to support delivery of the service.
The post holder will also provide support to the Waste Management Team and assist in providing support and operational cover for other functions.
Undertake day to day management and supervision of any staff or other resources assigned to the systems function so as to ensure that Business Support and service wide process administrative objectives are being achieved.
Carry out all tasks within agreed time and quality targets.
Liaise with representatives of outside bodies, other senior managers in the council and elected representatives on routine matters as required by relevant staff.
Summary of responsibilities and personal duties
1. Undertake the timely provision of Resources and Fleet performance reports from contractors, in-house supplied data and other sources.
2. Assist the service in the compilation of statistics for external returns.
3. Assist the relevant managers in the provision and timely updating of a comprehensive suite of performance management indicators.
4. Provide the full range of monitoring and service support including areas such as performance, management information, contractor and customer information.
5. Ensure the provision of adequate business support activities including the provision of timely management information providing end-to-end administration within the service including arranging meetings and appointments; minute taking; following up on relevant actions; drafting correspondence and papers and other relevant duties.
6. Assist the identification and implementation of improvements to systems and processes to improve the efficiency of the administration associated with the operation of the service.
7. Maintain and develop any filing and electronic document management systems in operation as directed by the relevant manager.
8. Provide full operational cover within all the business support functions as required and to assist within these functions as necessary.
9. Participate in the review and development of unit procedures as required.
10. Be accountable for the complaints process and seeing through to a satisfactory resolution in accordance with Council procedures.
Full Job Description available
Essential criteria
Experience
Applicants must, as at the closing date:
be able to demonstrate by providing personal and specific examples, at least one year’s relevant work experience in each of the following areas:
(a) Using systems to compile and analyse service information; and assisting in the development of systems, processes and procedures;
(b) Organising meetings, minute taking and processing correspondence; and
(c) Dealing with members of the public and outside bodies to resolve queries.
Special skills and attributes
Applicants must be able to demonstrate that they possess the following skills and attributes which may be tested at interview:
Communication skills: effective written and oral communication skills with a good standard of literacy and comprehension and an ability to compose reports and letters on service issues.
Systems development and information technology skills: the ability to assist in developing systems and processes required to maintain effective and compliant procedures and the ability to use standard office programmes effectively in the work environment to produce performance management indicator reports.
Analysis and decision making skills: effective analytical and problem solving skills with the ability to collate, analyse and report upon service information. The ability to undertake effective research and information gathering and analysis to support projects.
Customer care skills: the ability to deal with the public, elected representatives and representatives of outside bodies in a sympathetic way which responds to their needs. Good interpersonal skills and ability to deal with both internal and external customers recognising the need to respond appropriately to their needs.
Work planning skills: the ability to prioritise work, understand work plans and follow through programmes to ensure that all targets and quality standards are consistently met.
Performance management skills: a good understanding of the management of performance and continuous improvement with the ability to meet targets or goals for the team and to monitor performance against targets and identify and implement improvements.
Short-listing criterion
In addition to the above experience, Belfast City Council reserves the right to shortlist only those candidates who, as at the closing date for receipt of application forms can demonstrate on the application form, by providing personal and specific examples, at least two years - relevant work experience in each of the areas (a) (c) above.
Other Information:
Location: Duncrue Industrial Estate Belfast
Hours of Work: 37 per week
Hourly rate of pay: £14.66 per hour plus accrued holiday pay
Start Date: 2 December 2024
Closing Date: 29 November 2024
To Apply: If you would like to apply for this role, please send us your updated CV via the link provided and one of the team will be in touch with you. Or if you would like to discuss this position, please contact our office to speak to one of our consultants.
We are an equal opportunities employer. We welcome applications from all suitably qualified persons.