Senior Business Support Assistant - Council Support (Infrastructure)

Vacancy Information

Hourly rate of pay: £13.95 - £14.83

Days and Hours of Work:

Monday-Thursday, 09:00-17:00

Friday, 09:00-16:00

Starting and fishing times are flexible, flexi time is applicable

To start asap

Applications will be accepted from those wishing to be considered for this role on a part-time basis. If you are applying for this role on a part time basis, please tell us in the Additional Information section of the application form

An opportunity has arisen for a Permanent full-time Senior Business Support Assistant (working Monday to Friday) in the Council Support administrative team. We are looking for an enthusiastic and experienced administrator, assisting with an interesting and varied range of duties. The successful candidate will provide administrative support to the Facilities Management Service Area located at Penston House, Macmerry

This role requires proficient use of Microsoft Office package and excellent customer services skills. Good communication and numeracy skills are required and you should be able to establish good working relationships with all levels of staff and have proven organisational skills, with the ability to prioritise your workload and use your own initiative. You will have a commitment to delivering a high quality of customer service. A high level of flexibity is required as duties may change as the needs of the team changes. This post requires a high level of flexibility, as duties may evolve in response to business needs

Key Responsibilities

Coordinate uniform, catering and kitchen orders, including lunch bands, food labels and replacement food books

Manage shared mailboxes and telephone enquiries

Maintain staff records, databases and personnel files, including training records

Process timesheets, absence records, fit notes, leave requests and holiday administration

Prepare communications and operational updates

Raise and receipt purchase orders through PECOS and liaise with suppliers

Maintain spreadsheets for recharges, stock control, and absence cover

Manage archiving, scanning and filing of employee and school records

Support operational activities, including security code updates, stock distribution and service requests

Record incidents and complaints, escalating where required

Arrange printing, stationery and operational resources

Provide administrative support across Facilities Management Services

Skills & Experience

Strong administration and organisational skills with the ability to manage competing priorities

Experience maintaining databases, spreadsheets and electronic filing systems

Excellent communication, customer service and record-keeping skills

Able to work independently and as part of a team in a fast-paced environment

Proficient in Microsoft Excel, Outlook and Word

Experience in invoice processing, reporting and financial administration is advantageous

Home/Hybrid Working Consideration

Applications for home or hybrid working will be considered for this post in accordance with East Lothian Council’s Home Working and Worksmart Policies which can be found here. Home or Hybrid working options can be discussed with candidates invited for interview

Please Note

All home/hybrid workers must live in the UK. Where an application for home-working is supported, it will be subject to a satisfactory trial period. Employees will be expected to attend Council offices for the duration of induction, and be on site in East Lothian workplaces, as required. Employees with a hybrid working arrangement in place will be office based and able to work from home, with permission, on an ad hoc basis

Job Details

To provide administrative, clerical, reception and information support to East Lothian Council through a range of tasks carried out within well defined regulations.

Please download the Job Outline/Person Specification (available under 'Job attachments') for the full range of tasks and duties associated with this job. You will need to refer to these in order to complete the application form. You must ensure you meet every 'essential' criteria stated on the Person Specification to be considered for interview.

The ‘East Lothian Way’– values and behaviours we expect our employees to demonstrate in their everyday work. Should you be invited to interview, you may be asked questions based on these behaviours. Please refer to the document via the link to familiarise yourself with them.

Job Requirements

Relevant Qualifications

Educated to ‘Higher’ level, NC or SVQ level 2 in English and/or able to demonstrate equivalent knowledge, skills and competencies gained through relevant experience.

Level 1 Disclosure Clearance

This role requires Level 1 Disclosure Clearance to allow access to the Public Sector

Network. ELC will submit a Police Act Disclosure application on behalf of the preferred

candidate and receipt of the subsequent certificate will be required prior to

commencement.

Please note:

If you have spent more than 3 months working or living out with the UK in the last 5 years then you will be required to present a copy of an overseas criminal record check. Details of how to apply and contact details can be found on the GOV.UK website.

Additional Information

For additional East Lothian Council employment information please click on the following link:

www.eastlothian.gov.uk/nonteachinginfo

If you have any difficulties creating an account on MyJobScotland or applying for this post please contact the MyJobScotland support team via this link https://www.myjobscotland.gov.uk/contact-us

If you require further information about this vacancy, please call 01620 827868, or email us on recruitment@eastlothian.gov.uk

Please note: We do not accept CV's (either electronically or by mail). All our vacancies must be applied for by fully completing the on-line application form. Although there is an ‘import data from my CV’ function on MyJobScotland, this only imports very limited data and should not be relied upon to complete the application form. If, for example, due to a disability, you are unable to complete the on-line application form you can contact us for a paper application via the telephone number or email address above.