Job Description

Job Overview

To provide administrative support to Council staff, Councillors and residents in accordance with the key accountabilities/main responsibilities below.

Key Accountabilities/Main Responsibilities

Cemeteries

Provide administrative assistance in the management of cemeteries.

Maintain accurate records for burials, cremations, and memorials in compliance with statutory requirements.

Process applications for burials and memorials.

Liaise with funeral directors, stonemasons, and bereaved families where required.

Allotments

Maintain accurate records for both allotment sites.

Allocate new plots, issue annual invoices, and liaise with plot holders and the Allotment Association.

Address issues such as untidy plots and tenancy compliance.

Attend allotment meetings with the Allotment Association, accompanied by either Executive Officer, Community Engagement Officer or Operations Officer.

Planning

Process planning applications received from the Local Authority Planning Department.

Filter applications to identify those requiring Full Council consideration (major or contentious) and those that can be circulated to members for comment.

Submit responses to the appropriate planning officers within the allotted timeframe.

Bookings & Events

Work with the Communications and Events Officer to manage ad-hoc venue and sports bookings.

Ensure all booking requirements are met, invoices issued, and monies received in accordance with financial regulations.

Assist the Communications & Events and Community Engagement Officer with events throughout the year where required.

General Administration

Monitor the enquiries mailbox, reception, and mainline telephone system, responding to queries or forwarding/flagging to relevant staff.

Manage incoming/outgoing post and correspondence.

Maintain and organise files and records, ensuring GDPR compliance.

Keep inventory and order work uniforms for staff members when required.

Order stationery and other office essentials.

Update community directory and noticeboards.

Design posters and promotional material using Canva software.

Reconfigure meeting rooms and conference suite as required.

Compliance

Ensure GDPR and Data Protection compliance in all administrative processes.

Coordinate licensing for Christmas lights and tower, as well as vendor licenses for the splashpad season (issue invoices and licenses).

Other Duties

Assist the Executive Officer, Deputy Executive Officer, Responsible Finance Officer, and Operations Officer as required.

Undertake training and professional development as directed.

Act as a representative of the Council when required.

PERSON SPECIFICATION (Essential (E) or Desirable (D))

Knowledge, Skills and Aptitudes

Excellent interpersonal skills. Able to communicate effectively (E) A strong team player (E) Ability to establish good working relationships at all levels in the organisation (E) Ability to work independently and prioritise own workload (D) A commitment to continuous improvement and transformation (E) Ability to work with external partners, businesses and deal with resident's enquiries via e-mail, phone and face-to-face (E)

Experience

Previous experience of working in an office environment (D) A good understanding and use of the Microsoft Office 365 package, particularly Word, Excel, MS Teams and SharePoint (E) IT literate and able to learn new software packages (E) Ability to complete paperwork in a timely and accurate format (D)

Specific Job Requirements

Flexibility with regards to working hours - occasional out of hours work (E) Full UK driving licence (E) Willing to work manage multiple concurrent issues (E)

Personal Qualities

Self-motivated & enthusiastic (E) Flexibility to change (E) Customer focused (E) Ability to work to deadlines (E)
This role is ideal for motivated individuals seeking to utilise their organisational talents within a dynamic office environment.

Job Type: Part-time

Pay: 12,372.00 per year

Expected hours: 15 per week

Benefits:

Casual dress Company pension Cycle to work scheme Flexitime Free parking Sick pay Transport links
Work Location: In person