Employer Nottingham City Council
Salary National Minimum Wage
Hours 25 hours per week
Contract Fixed term
Type Job
Closing date 15/10/2021

Kickstart Scheme vacancies are only available for people aged between 16-24 who are in receipt of Universal Credit.

Job purpose:

The purpose of the role is to support the Workplace Parking Levy (WPL) and Workplace Parking Charge (WPC) Administrators with the daily administration of all aspects of the WPL and WPC schemes, supporting a proactive and efficient end-to-end project administration service.

 

Principal duties and responsibilities:

  1. To assist in the preparation of correspondence, reports, briefings and presentations using the appropriate software for word processing, graphics and spreadsheets, including collating information and inputting content for sign off by the relevant Administrative Officer.
  2. To support the administration and maintenance of WPL/WPC project related records including the project filing directory, associated databases and related correspondence in accordance with version control requirements and the Data Protection Act.
  3. To support and maintain the organisation of WPL/WPC related Information Systems.
  4. To assist the Administration Officers to communicate instructions from the Senior WPL Officer to various individuals and/or departments, and provide/obtain information from other managers, tracking, progressing/chasing as required.
  5. Support the Administration Officers with extracting data from a variety of sources to enable the team to identify project priorities and allow monitoring/preparing/reporting of performance data and identification of service improvements.
  6. To support the Administration Officers by routing, answering and resolving routine WPL/WPC correspondence and/or queries, screening telephone calls, letters, and/or visitors, answering questions, and providing information whenever possible to save time.
  7. To assist the Administration Officers with diary management. To support the administration of WPL/ WPC related meetings, by assisting with the preparation of papers and taking minutes.
  8. To organise, monitor and maintain files of all WPC correspondence, records, and mail etc., following up on pending matters, responding to and redirecting items as necessary
  9. To provide general administrative support including photocopying and filing.

 

Requirements:

Knowledge and Technical skills:

Willingness to work as an administrator/ project administrator to an Administration Officer/team and being able to learn how to produce accurate, clear and concise information in appropriate formats including statistical data, textual reports and publicity material.

Willingness to support high-level Administration Officer duties.

Willingness to develop an understanding of systems and processes in an office environment

Willingness to learn how to undertake research and analysis to resolve problems and queries.

Willingness to understand the reasons for confidentiality and why it must be maintained

Willingness to develop skills to facilitate confident and professional interaction with internal/external customers.

Willingness to develop working knowledge and application of Microsoft Office packages e.g. MS Word, Excel.

Willingness to learn how to use other internal systems unique to the team.

 

Communication and team work:

Good communication skills.

Willingness to develop gate-keeping techniques

Experience of communicating effectively with people at various levels via telephone, face to face and in writing.

Willingness to work within a team.

Understanding of working in a confidential and/or politically sensitive environment.

 

Organisational skills:

Good organisational skills.

Willingness to work flexibly and develop skills to help prioritise and manage own workload.

The ability to provide support within a structured framework to set timescales.

Willingness to support the Administration Officer who may be working to deadlines under pressure

 

Work to promote mutual respect and good relations:

Understanding of Equality and Diversity issues and commitment to working in a non-discriminatory manner, in support of corporate policy.

 

Work Related Circumstances:

Willingness to be available to support colleagues working on rota to ensure adequate office cover to meet the needs of the department

Able to work at sites throughout the city as required.

Willingness to undertake appropriate training and development.

 

All staff are expected to maintain high standards of customer care in the context of the City council’s Core Values, to uphold the Equality and Diversity Policy and health and safety standards and to participate in training activities necessary to their post.

All staff are expected to abide by the obligations set out in the Information Security Policy , IT Acceptable Use Policy and Code of Conduct in order to uphold Nottingham City Council standards in relation to the creation, management, storage and transmission of information. Information must be treated in confidence and only be used for the purposes for which it has been gathered, and should not be shared except where authorised to do so. It must not be used for personal gain or benefit, nor should it be passed on to third parties who might use it in such a way All staff are expected to uphold the City Council obligations in relation to current legislation including the Data Protection Act and Freedom of Information Act.