Administrative Assistant

Job Description

Job Category :Sec / Admin
Location : Town Hall, Corporation Street, WA10 1HP, St. Helens MBC
Hours Per Week : 37.00
Start Date : Immediate Start
Start Time : 09:00
End Time : 17:30
Salary: £10.42

To work as part of a busy team, providing administrative support to enables the effective and compliant procurement of good, services, and works, while maintaining systems and data. Overseeing the administration of processes and procedures related to procurement activities, that support excellent customer outcomes

Responsibilities & Outcomes

1. Overseeing and administering processes and procedures related to procurement activity across the Council.

2. Administering systems required to support service delivery, including, amongst others; group email, CRM, requisitions, stores, e-procurement, vendor set-up, and webpages; helping address issues, making improvements, and assisting internal and external users as required.

3. Provide excellent levels of customer service, overseeing general communications (correspondence and enquiries) with customers and providing advice and guidance where required.

4. Prioritise own workload, to pre-determined deadlines and to comply with any relevant regulatory or legislative requirements.

5. Complete any and all required forms, returns, documents, etc., including those required by external organisation and outside agencies.

6. Responsible for the administration of financial matters, such as petty cash, orders and payments, etc..

7. Support the delivery of meetings and events, including taking notes or confirming actions and outcomes, as well as representing the Council and Service at external events.

8. Maintain and distribute records and information, including the use of relevant ICT systems and office equipment.

9. Analyse and evaluate data and information, using this to produce reports as required, and present insights (what the data tells us) to others.

10. Contribute to the overall performance of the team, and support others in delivering against agreed targets and outcomes, including assisting in the management of corporate contracts.

11. Support the continuous and discontinuous improvement of the procurement service, through developing guidance and tools, reviewing processed, and identifying opportunities for enhancement or innovative solutions to service challenges.

12. Undertake continuous personal and professional development.

13. Liaise with colleagues across the council, to ensure appropriate professional advice is obtained as necessary, such as; legal, audit, health and safety, equalities, and human resources.

14. Supporting the investigation and response to customer requests in line with corporate policies and procedures, including; freedom of information, data protection, and complaints.