Administrative Support Officer

Civic Recruitment Limited; Pontypridd; On-site; GBP 18,000 - 24,000; Full time

Job summary

Civic Recruitment Limited is seeking a diligent administrator for a 3-4 month contract to support the Public Spaces service in a local authority. You will handle a range of clerical tasks, enquiries, data entry and records management, ensuring accurate information and efficient processes.

The role requires strong Microsoft Office skills, customer service experience, and the ability to maintain confidentiality while coordinating with internal and external stakeholders.

Qualifications

• Good working knowledge of Microsoft Word and Excel.
• Knowledge of administrative procedures and customer service principles.
• Awareness of data protection, confidentiality and information management requirements.
• Knowledge of frontline/public services procedures would be advantageous.

Responsibilities

• Provide high-quality administrative and customer service support for the Public Spaces service.
• Respond to enquiries from customers, Council officers and external organisations.
• Monitor departmental electronic mailboxes and action service requests and complaints.

Skills

Customer service

Data entry

Organisational skills

Communication

Tools

CRM system

Microsoft Word

Microsoft Excel

Job description

About Us

At Civic Recruitment and Limited, we know that individuals are more than just fixed expenses; they are the cornerstone of every thriving organisation. That’s why we are passionate about transforming recruitment in the public and private sectors.

In the modern job market, organisations in both public and private sectors face significant workforce challenges. Public sector entities, such as local councils and central government departments, often struggle with lengthy recruitment processes, limited access to qualified candidates, and stringent budgetary and regulatory constraints. Private sector businesses, on the other hand, encounter high turnover rates, difficulties managing a mix of permanent and temporary staff, and challenges in sourcing specialised talent for niche industries. These sector-specific obstacles, coupled with the universal complexities of payroll management, create a pressing need for efficient workforce solutions.

Civic Recruitment Limited addresses these challenges with innovative recruitment and payroll solutions tailored for diverse organisational needs. Recognising the critical hurdles organisations face, the company leverages its expertise to streamline processes, reduce recruitment times, and alleviate administrative burdens. With an extensive database of over 1 million pre-screened candidates, Civic Recruitment Limited is well-positioned to cater to the specific needs of both public and private sectors.

Job Description

3 - 4 Month Contract with A local Authority

Job Purpose

To provide high-quality, efficient and responsive administrative support to the Public Spaces service, ensuring effective communication and coordination with internal and external customers and stakeholders.

The post holder will undertake a range of administrative, customer service, financial and data management duties, including responding to enquiries, maintaining records and databases, processing invoices and supporting the effective management of customer requests, complaints and service information.

The role will contribute to the smooth and effective operation of the service by providing accurate and timely administrative support, maintaining good working relationships across the Council and ensuring that information is recorded and managed appropriately.

Key Responsibilities

• Provide a high-quality administrative and customer service function to support the effective delivery of the Public Spaces service.
• Respond to telephone, written and electronic enquiries from customers, Council officers, Elected Members and external organisations, providing accurate information and referring matters appropriately where required.
• Monitor and manage departmental electronic mailboxes, ensuring service requests, enquiries and complaints are actioned and responded to in a timely manner.
• Interrogate and maintain the Council's CRM system, including accurately recording, updating and progressing customer requests and complaints.
• Undertake accurate data input, record keeping and document management using relevant Council systems and databases.
• Provide administrative support for financial processes, including raising and processing invoices relating to materials, uniforms, PPE and other service requirements.
• Maintain effective filing, records management, correspondence, mail and other administrative systems in accordance with Council procedures.
• Assist with the preparation and collation of information for management reports and performance monitoring.
• Provide administrative support for meetings, including arranging meetings and taking minutes when required.
• Maintain departmental information and assist in ensuring relevant website content is accurate and up to date.
• Monitor and maintain appropriate stocks of stationery and other consumable items.
• Develop and maintain effective working relationships with colleagues, other Council departments, Elected Members and external organisations.
• Liaise with relevant officers to support the delivery of service objectives and ensure queries and requests are progressed effectively.
• Handle information responsibly and maintain confidentiality in accordance with data protection requirements and Council policies.
• Comply with the Council's Health and Safety policies and procedures and undertake relevant health and safety responsibilities.
• Support the Council's commitment to tackling climate change and reducing carbon emissions through the effective delivery of services and responsible use of resources.
• Recognise and report safeguarding concerns in accordance with Council safeguarding procedures.
• Undertake any other duties and responsibilities commensurate with the grade and appropriate to the role, as reasonably required by management.

Knowledge and Qualifications

• Good working knowledge of Microsoft Office applications, particularly Microsoft Word and Excel.
• Knowledge of administrative procedures, systems and processes.
• Knowledge and understanding of customer service principles and practices.
• Awareness of data protection, confidentiality and information management requirements.
• Knowledge of procedures, policies and legislation relevant to frontline/public services would be advantageous.

Experience

• Experience of accurate data input and maintaining information on bespoke databases or computerised systems.
• Experience of working in an administrative or customer-facing environment.
• Experience of dealing with telephone, written and electronic customer enquiries.
• Experience of maintaining accurate records and handling confidential information.
• Experience of supporting financial administration, including invoices, would be advantageous.

Skills and Competencies

• Effective verbal and written communication skills, with the ability to provide clear and accurate information.
• Strong organisational and administrative skills, with good attention to detail.
• Ability to prioritise workload and meet deadlines in a busy service environment.
• Ability to work effectively both independently and as part of a team.
• Ability to use IT systems and databases confidently and accurately.
• Ability to deal professionally and calmly with challenging or sensitive customer enquiries.
• Ability to maintain confidentiality and handle information appropriately.
• Flexible and adaptable approach to changing priorities and service requirements.
• Commitment to providing a professional, customer-focused service.

Welsh Language

• Welsh language skills in accordance with the requirements of the post and the Council's Welsh Language Skills Framework.
• All employees will be required to undertake the relevant Welsh Language induction and development requirements applicable to the role.