Administration Assistant/Receptionist
We are looking for a receptionist and administrator to join our small, friendly team here in Highbridge. The successful applicant will provide great customer support as well as an administration and receptionist service for all Boards within the Somerset Drainage Boards Consortium (SDBC).
For more information and an application form, please contact us at jobs@somersetdbs.co.uk
Organisation – Description of Function and/or Organisation Chart:
The Somerset Drainage Boards Consortium is the organisation that manages the operations and affairs of three Internal Drainage Boards (IDBs) in Somerset (The Axe Brue, Parrett & North Somerset Levels IDBs) providing them with finance, engineering, legal, environmental and administration services via a team of in-house staff and consultants. The main activity of the Boards are to manage water levels and Flood Risk within their respective catchments for the protection of people, property and the environment
Key Responsibilities:
PRINCIPAL ROLES
1. To operate the Switchboard and to respond to basic enquiries, as well as welcoming and signing-in all visitors to the premises.
2. To receive cash, cheque and debit/credit card payments for rates under the supervision of the RFO or Collector.
3. To provide a word processing service for colleagues from notes or audio recording.
4. To operate and manage Outlook calendars for Staff, annual leave and Board Room.
5. To assist with stationery and office consumables stock control and ordering.
6. To co-ordinate (record, despatch and receipt) all internal and external mail.
7. To operate the Lone Worker system.
8. To administer the issuing of controlled stationery/consumables.
9. To assist in the arrangement of meetings, prepare refreshments, and from time to time, attend, take notes, and subsequently prepare Minutes.
PRIMARY DUTIES
10. To be the first point of contact that ratepayers, visitors and members of the public will have with our organisation. The post-holder will ensure all visitors sign in and out of the Visitor’s Register.
11. To operate the SDBC switchboard and deal with routine enquiries, maintain a telephone call log and ensure messages are correctly distributed and followed up.
12. To assist in the process of dispatching the Rates demands and subsequent receipt of payments sent out to 4,000 ratepayers across Somerset and North Somerset. These may be cash, cheques, debit/credit card, bank giro receipts and the establishment and upkeep of Direct Debit details on DRS, and responding to rate enquiries.
13. To assist the Clerk and Senior Governance Officer in setting-out out the meeting rooms, preparing refreshments, and from time to time take notes of the meetings, write up formal Minutes after the meeting and arrange for their distribution.
14. To provide a word processing service for all members of staff if required. Some of this work will be copy typing and other work will be audio typing. The postholder will also be expected to use a number of standard Microsoft Office programmes and templates to produce specific responses to enquiries and correspondence received as well as producing some bespoke responses.
15. To assist in the management of the stationery stocks and Office supplies, the ordering and receiving of goods and checking-off against invoices upon receipt.
16. To coordinate and record all mail received and sent out, ensuring the franking machine is in credit at all times and print a monthly report. The post holder will also be responsible for the distribution of internal mail and delivering external post to the post office in a timely manner.
17. To review daily the invoices received email inbox, log invoices, assign a reference number and distribute to relevant staff those invoices along with an invoice approval form.
18. To assist in operating the Lone Worker System that is in operation for the safe working procedures for site operatives and staff working by themselves in the field.
19. To assist in the supervision of correct use of the internal Staff Location Board.
20. To co-ordinate and disseminate incoming SDBC Admin email.
SECONDARYDUTIES
21. To undertake routine office tasks, including photocopying, arrangement of technical meetings, and provision of refreshments for these meetings and information research for colleagues as necessary.
22. To assist all Staff in general administrative support, as agreed with the Line-Manager and within the capacity of the role.
Authority (e.g., LineManagement etc.)
1. The Administration Assistant is authorised to communicate with external bodies and Organisations on all matters relating to his/her Terms of Reference/Job Description.