Job Details

Job introduction

We are looking for a Commercial Administrator to provide comprehensive and effective administrative and business support functions across City Infrastructure (Commercial Team). They will assist in the effective and efficient running and development of the services, manage the day-to-day administrative processes, produce accurate and timely management information and support performance management across the service.  There will be a focus on inbound calls from residents wanted to sign up to our waste removal services.

About the role

The Commercial Team for BHCC is seeking to appoint an Administrator to be involved in all areas of commercial administration and have particular responsibility for inbound calls from residents seeking to use council waste management services and the management of generic  email accounts. The post holder will also assist in all areas of the commercial administration and this is considered a key role. This is an interesting and varied post, which will see the post holder involved in critical functions across the team.

1. Manage a wide variety of data sets and systems that support the smooth running of the service. This includes service information (eg collection rounds, allotments data, Sports Bookings, vehicle databases, Health & Safety data) and HR information (eg PIER sickness data, annual leave data and Payroll).
2. To analyse data sets and produce clear and relevant management information and performance reports
3. To prepare and send out letters and emails to residents, councillors and other stakeholders as required including responses to complaints.
4. To manage stock and order supplies and services in line with the Councils procedures.
5. To provide a reception services for visitors to the offices dealing with queries and questions
6. To take payments for council services and facilities
7. To monitor lone working and advise if any staff are unaccounted for.
8. To undertake ad hoc research projects as requested.
9. Organise and prepare meetings, taking minutes where required.
10. Manage diaries and electronic schedules.
11. Work as a member of the team in a supportive, co-operative manner, sharing information and liaising with colleagues to provide support and cover when required, including provision of cover in the Contact Centre.
12. Develop and maintain effective and efficient office systems and processes and deal with enquiries from staff across the Directorate in terms of the location of said policies, procedures and documentation advising as appropriate.
13. Contribute to the induction and training of new staff within the team regarding the full range of more complex office procedures and computerised systems, including explaining administrative systems and procedures, how to use office equipment or standard software or databases and where to obtain basic role related information, providing a shadowing facility and sharing knowledge with less experienced colleagues to ensure that a consistent approach to service delivery is maintained.
14. Participate in staff meetings, personal training and development activities and supervision sessions as required.
15. Uphold the Council’s policies for anti-discriminatory practice and equality of opportunity.
16. Uphold the Councils and other departments’ Health and Safety requirements, particularly with regard to agreed codes of practice and safe methods of working.

Fixed term for: 12 months

Interviews TBC

For an informal discussion, please contact Nik Downs - Business Development Manager on 01273 294922 / 290798.

This role is available as a secondment to internal applicants in line with our secondment policy.

As part of your application, you will need to complete your education and work history and provide answers to some shortlisting questions. Your answers to the shortlisting questions are the most important part of your application as they will be used in the shortlisting process to assess whether you meet the essential requirements for the role that are set out in the person specification and to decide whether you should be offered an interview. Before you start your application, please read our guidance here (Shortlisting questions guidance (brighton-hove.gov.uk)) as this gives important advice which will increase your chance of success in the shortlisting process.

Additional information

Your starting salary will be pro rata if the above position is less than 37 hours or term-time only.

Work Permits: This role does not meet the requirement for UK Visas and Immigration (UKVI) Points-based Immigration System. Successful candidates will need to evidence that they have the Right to Work in the UK.

We offer the opportunity for the suitable candidate to choose to  work in a hybrid way. Your specific working arrangements will be subject to team and service working arrangements already in place alongside Government guidance.  Your contractual location will be the designated council office for your team and travel to and from your contractual location would be at your own expense.

For more information about our values and the benefits of working at the council, visit Why work for us (brighton-hove.gov.uk)

Company information

Encouraging a diverse workforce

Our city is known and loved for its diversity. Not only is the mixture of people, culture and skills vital to the economic and social development of the city, it's what makes Brighton & Hove such a great place to live, work and visit. We are committed to developing and retaining a workforce that is representative of the diverse communities we serve so we welcome applications from individuals from all backgrounds. In order to achieve our aims of proportionate representation, we particularly encourage applicants from a BME or White Other background as well as those who identify as disabled, male or trans.

Find out more about our commitment to being a fair and inclusive place to work where everyone can achieve their potential by reading about our fair and inclusive actions, our anti-racism strategy and the work we are doing to encourage a diverse workforce (brighton-hove.gov.uk).

Files

• Applicant Cover Letter
• Job Description and Person Specification