Admin Support Officer

Location - London Borough of Tower Hamlets

Hourly Rate - £16.18

Full Time - Interim Position

Reference - 7861047

Background

To provide responsive, professional and timely administrative support to the senior management team, facilitating the effective conduct of Contract Services core catering business.

To implement and maintain efficient, cost-effective systems for administrative support, adhering to the council’s customer service performance standards and meeting the requirements of service level catering agreements in all areas of the postholder’s responsibility.

Input, extract and monitor school meal data from relevant IT systems on a regular and ad hoc basis, using statistical techniques to compile and produce reports, financial and technical documents as required.

Key Responsibilities

• Provide a comprehensive range of high-quality administrative and advisory support to Contract Services including collating records, information, filing, word processing, mail merges, data entry, dealing with routine correspondence and telephone contact, booking training rooms, minute taking and other general administrative duties in accordance with prescribed timescales.
• Act as the first point of contact for a wide range of general enquiries by telephone and in person, assessing and prioritising the level of response required and supporting the Catering Operations and Finance Managers in the monitoring and progressing of correspondence, enquiries and other queries to ensure a quality service is delivered.
• Deal with clients and service users, stakeholders and staff in a professional manner, signposting queries and questions to the right individuals where the role holder is unable to resolve the query directly. This includes administering the repairs and maintenance of kitchen equipment ensuring appropriate action is taken promptly so that meal service delivery is retained.
• Maintain and update databases and sickness management case records ensuring they are up to date and accurate. Input sickness absence data onto the HR self-serve database, extract information and produce and distribute sickness absence reports on a regular or ad hoc basis.
• Organise and attend sickness and disciplinary meetings, taking minutes involving a high level of confidentiality. Produce accurate outcome minutes and letters of such meetings for use in sickness reports for possible investigations, disciplinary and CFD hearings chaired by Divisional Directors and Heads of Service.
• Develop, maintain and review all filing systems (including the management of archived files) to ensure that they adequately meet the changing needs of Contract Services and comply with statutory requirements.
• Ensure full compliance with GDPR policy and process ensuring systems and procedures are followed for the correct recording, updating, reviewing and deleting of personal data in all data processing carried out by the role holder.
• Promptly record, distribute and/or scan inward correspondence; promptly despatch and record outward correspondence. Maintain mailing lists to support the effective working of the Catering Management team.
• Monitor and update monthly catering costing sheets by exporting meal numbers, expenditure from Cypad and salary cost from Agresso in order that accurate budget monitoring analysis of each site can be undertaken.
• Organise and administer booking for the provision of float and agency staff including approval and processing of timesheets for agency and Contract Services staff meeting payroll department timelines for payments.
• Undertake a broad range of finance tasks as appropriate e.g. raise purchase orders, process invoices, monitor payments and track monthly catering school budgets using corporate finance systems (e.g. Agresso) to ensure prompt and accurate payment.
• Requisition goods and services required for the operation of the catering team, monitoring expenditure against the team budget and supervising/initiating payments against the catering budget, ensuring compliance with all Financial Regulations in relation to transactional tasks carried out.
• Cover as required at reception and the helpdesk, working as part of a team to ensure cover throughout business hours, providing a welcoming environment and dealing with clients in a consistent professional and customer friendly manner.
• Be available to assist on occasions with the lay out and clear down of food service and refreshments to customers of Toby Lane Training Rooms, ensuring food service standards and presentation are maintained at the highest levels. This may also include the service of food and refreshments at events away from Toby Lane Council Offices and may on occasions be outside the normal hours of work.

Qualifications and Experience

• Experience in an administrative role within an organisation and developing administrative systems and procedures.
• Experience of computer based office systems.
• The ability to communicate and deal effectively at all different levels within the organisation and with external contacts.
• The ability to respond flexibly to changes in the needs of the service.
• High level of numeracy.
• High level of literacy.

If you are interested in this role, please call 020 3641 9193 for further details or email your CV to apply@instajobsuk.com