The Job

As a Relief Support Assistant you will work to the follow job description and person specification

Job description

Post: Relief Support Assistant

Responsible To: Placement Officer

Directorate: Chief Executives

Section: Personnel Services

Job Purpose: To provide relief assistance within Dudley MBC in respect of general clerical and administrative support, cash collection, customer service and library service.

1.0 Administrative/Clerical

1.1 Provide a range of office administration services, including:

Develop and maintain filing systems
General record Keeping
Processing and distributing of internal and external mail
Collation of information and producing reports
Communications with other departments as appropriate
Word Processing services

1.2 Data input and retrieval of information in relation to a range of service functions.

1.3 Store, maintain, retrieve and supply information in both manual and computer based systems. This will include entering and extracting departmental/divisional data.

2.0 Customer Services/Reception

2.1 Undertake customer service duties and to liaise with service users, departmental colleagues and all other agencies.

2.2 Receive enquiries via the telephone.

2.3 Respond to any enquiry, including making referrals to appropriate Council services.

2.4 Dealing with enquiries from the public, staff, and other visitors, either face to face or over the telephone. Provide general advice, and where appropriate, referring enquiries to the relevant team or Department.

3.0 Finance/Cash Receipting

3.1 Receive payments on behalf of the Council, using computerised receipting equipment. Collect and prepare cash records for banking and reconciliation.

3.2 Assist in preparing, compiling and completing purchase requisitions. Raising and payment of invoices and enquiries.

3.3 Data entry, maintaining information systems using spreadsheets and databases.

3.4 To undertake petty cash and cash handling as required.

4.0 Secretarial Support

4.1 Word process letters, memos, reports, minutes of meetings.

4.2 Organise and compile papers, files, agendas etc. for meetings.

4.3 Arrange, schedule and co-ordinate meetings, appointments, and maintain diary and electronic calendars.

5.0 Library Assistant

5.1

Issue, discharge and renewal of library items using the computerised stock control system.
Shelving returned items and tidying shelf stock.
Assistance to library users, including answering the telephone, dealing with general enquiries and assisting with basic ICT enquiries.
Cleaning and repair of library stock.
Registration of new members.

6.0 General

6.1 Carry out other similar duties as may be from time to time required to support the services provided by the Council within the scope of the post.

Person Specification Relief Support Assistant

Education/ Qualification:

A good standard of education to GCSE level, or equivalent (preferably including Mathematics and English).
Possess or be working towards an NVQ Level 2 in Business Administration/Customer Service or equivalent.
Knowledge of Microsoft Products (Word, Excel,Outlook).
Willing and keen to undertake relevant training.

Experience:

Experience of operating computer systems. Filing and administrative/clerical systems experience.
Experience of working in a customer service environment.

Skills/Abilities:

A flexibility & willingness to adapt to changing work roles.
Good communication skills, both verbal and written.
Ability to operate office equipment, e.g. photocopier, fax, scanner.
Ability to maintain routine financial systems.
Ability to collate numerical and statistical information in a logical and systematic manner
Customer Service/telephone answering skills.
Organisational skills – for example, diary management, arranging, co-ordinating meetings.

Aptitude:

Work as a member of a team
Able to deal with confidential information
Working directly with the public.

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