Job info |
Job info details |
Job title |
Office Administrator |
Strategic team/Directorate |
Torquay / Paignton / Brixham Harbour |
Service |
Place |
Business unit |
Tor Bay Harbour Authority & Beach & Coastal Services |
Responsible to (day to day issues) |
Business & Administration Manager |
Accountable to (line manager) |
Business & Administration Manager |
Salary grade |
7 - 11 |
1. Key purpose of job
- Under the direction of the Business Manager, to manage the full range of administrative matters relating to the provision of Tor Bay Harbour Authority, Beach & Coastal Services.
- To provide support on all aspects of financial management and to organise and ensure optimum efficiency of the clerical support, including supervision of seasonal administration staff.
2. Anticipated outcomes of post
- The stakeholders will receive a friendly and efficient service from the Harbour offices.
- Administrative performance and financial support functions within Tor Bay Harbour Authority is maintained within agreed levels.
3. List key duties and accountabilities of the post
- Ensuring the efficient and effective running of the administration to support the overall objective of the Tor Bay Harbour Authority, Beach & Coastal Services and other departments within Business Services.
- Ensuring proper procurement of goods and services complying with the Council’s Standing Orders and Financial Regulations and including accurate and timely recording and goods receipting in the FIMS financial management system.
- Operational management of the Harbour Management System (HMS software) to input and access information with regard to the allocation of all harbour & beach facilities. Preparing and forwarding the annual, intermediate and occasional pro-forma invoices and accounts to customers.
- Receiving and processing payments for use of the harbour & beach facilities (including fish tolls). Security of cash income and ensuring accurate and timely recording in HMS, spreadsheets and waybill systems, together with timely collection by corporate cashiers.
- Liaison with the Finance Section regarding proper and effective implementation of all corporate finance systems.
- Ensuring that computer systems and technological advancements are considered and recommended for implementation when appropriate.
- Carrying out some operational tasks such as bridge and cill operations, VHF traffic and providing appropriate support in emergency situations.
- Designing and adapting spreadsheets, forms, documents and reports.
- Undertaking any other duties which may be required from time to time, commensurate with the grade of the post.
- Maintaining the Tor Bay Harbour Authority & Beach & Coastal Services inventory.
- Assisting with the production of performance management data i.e. Spar.net & PANAR.
- Providing basic “Personal Assistant” style support to the office Harbour Master.
- Assisting the Harbour Masters/Operations Manager with projects/assignments as and when required.
- Bring to the attention of the Executive Head of Business Services any information that might impact upon the efficient running and/or reputation of Business Services.
- Act as a point of contact with the general public that might wish to access information about Tor Bay Harbour Authority & Beach & Coastline Services.
- Maintaining good working relationships with other staff within , other departments of the Council and regular Harbour users with whom the post-holder comes into contact, to ensure that accurate and consistent communication is provided at all times in a helpful and diplomatic manner.
- Administering the Harbour Liaison Forums and various meetings as required.
- Taking minutes, compiling correspondence and reports.
- Co-ordinating and maintaining records for sickness absence, including holiday charts and issuing of leave cards. Maintenance of personnel files and training records.
- Ensuring that all Tor Bay Harbour & Beach invoices, accounts and cash are dealt with in line with the Council’s financial regulations and procedures.
- Identifying unpaid accounts from records and referring to the Harbour Master or Operations Manager/Legal Section for appropriate action.
- Responsibility for maintaining and updating computer systems with regard to waiting lists and fees following requests for moorings etc.
- Giving advice to prospective mooring holders under the direction of the Harbour Masters.
4. Budgetary/Financial Responsibilities of the post
- Monitoring and evaluation of monthly FIMS system reports and appropriate reporting to the Harbour Masters, including :-
- Aged Debt Analysis
- Commitments and Accruals
- Payments
- Overall responsibility for security and accuracy of petty cash facilities and imprest account.
- Preparation and reconciliation of statements detailing internal charges applicable between Tor Bay Harbour Authority, Beach & Coastal Services and to other Council services.
- In line with Financial Regulations carrying out appropriate preparation for the closing of accounts each year.
5. Supervision/Line Management Responsibilities of the post
- Supervisory responsibilities for seasonal administrative staff.
- Assisting with the training of seasonal administrative staff.
6. Working environment and conditions of the post
- Ensure that all seasonal administrative staff adhere to safe working practices.
- Ensure that accidents/incidents involving seasonal administrative staff are reported and investigated.
- They will ensure that the office Harbour Master/Operations Manager is advised of any defect or hazards which they cannot rectify themselves.
- They will ensure that effective supervision of seasonal administrative staff is maintained at all times and particularly with new or inexperienced people.
7. Physical demands of the post
8. Specific resources used by the post
9. Key contacts and relationships
- External
- Members of the public
- Harbour/Beach Users
- Suppliers
10. Other duties
- To undertake additional duties as required, commensurate with the level of the job.
Other Information
- All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.
- The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement.
- The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
- The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
- This post is based at Torbay Council but the post holder may be required to move their base to any other location within the Council at a future date.
- You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
Person Specification
Note for Candidate
All Candidates
The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement.
In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.
Candidates who consider that they have a disability
Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.
If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.
Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.
If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.
Job info |
Job info details |
Job Title |
Office Administrator |
Strategic team/Directorate |
Torquay / Paignton / Brixham Harbour |
Service |
Place |
Business unit |
Tor Bay Harbour Authority & Beach & Coastal Services |
Skills and effectiveness
Essential skills and effectiveness
- Word Processing.
- Ability to communicate clearly and effectively with staff at all levels, Councillors and members of the public.
- A methodical and flexible approach to work, willing and able to work in various sections as workload dictates.
- A high degree of accuracy and attention to detail.
- Motivating and supervising seasonal administrative staff.
- Ability to respond appropriately to changing priorities and challenging deadlines.
- Ability to work as part of a team.
- Flexibility in working arrangements to provide cover for holidays/sickness and/or special events.
- Respect for confidentiality.
- Able to assimilate new ideas and procedures quickly and effectively.
- Willing and able to make own decisions.
- Excellent organisational skills.
Desirable skills and effectiveness
N/A
Knowledge
Essential knowledge
- Knowledge of Microsoft Office Systems.
- Knowledge of marine issues, boats and harbours.
Desirable knowledge
- Knowledge of Harbour Management System.
Experience and achievements
Essential experience and achievements
- Customer care – working with the public.
- General clerical and basic supervisory experience in an office environment.
- Fully computer literate with supporting qualifications.
- Use of word processors, spreadsheets and other software systems.
- Compiling routine correspondence.
- Application of financial codes.
- Generating orders and processing invoices for payment on both manual and computerised systems.
- Work on own initiative with minimum supervision.
- Experience of handling cash.
- Maintaining accurate, methodical records.
Desirable experience and achievements
- Experience of credit control application.
- Undertaking research, collating and analysing information.
Qualifications/professional memberships
Essential qualifications/professional memberships
- Computer Literate / RSA Stage II Typing/Word Processing qualification or equivalent.
- Maths and English Language GCSE passes at grade C or above (or equivalent).
- VHF Radio Certificate.
Desirable qualifications/professional memberships
- Financial qualification.
- RSA Stage III typing/word processing.
Other requirements
Other requirements of the job role
- Ability to travel efficiently around the Bay order to carry out duties.
- Ability to accommodate unsociable hours.