Job Description

Job info	Job info details
Job title	Office Administrator
Strategic team/Directorate	Place
Service	Harbours
Business unit	Admin Support
Responsible to (day to day issues)	Team Leader - Admin Support
Accountable to (line manager)	Harbour Master
Salary grade	E
JE ref	HAR20

1. Key purpose of job

Under the direction of the Admin Support Team Leader, to assist in providing day to day management of the full range of administrative matters relating to the provision of Tor Bay Harbour authority.
To provide support on all aspects of financial management and to organise and ensure optimum efficiency of the clerical support, including supervision of seasonal administrative staff.

2. Anticipated outcomes of post

To ensure Harbour users and stakeholders receive a friendly and efficient service and a warm welcome from the Harbour Offices.
To oversee and ensure correct completion of administrative, clerical and finance duties to the required standard within agreed timescales.
Compliance with Corporate policy and instructions.

3. List key duties and accountabilities of the post

To deliver efficient and effective administrative, clerical and finance support to ensure theses services and the overall objective of the Tor Bay Harbour Authority are delivered to the required standard within the agreed timescales.
Ensuring accurate and timely recording and goods receipting in the FIMS financial management system.
Operational management of the Harbour Database System to input and access information with regard to the allocation of all harbour 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 (including fish tolls). Security of cash income and ensuring accurate and timely collection by corporate cashiers.
Liaison with the Finance Section regarding proper and effective implementation of all corporate finance systems.
Designing and adapting spreadsheets, forms, documents and reports to enable as well as undertake, statistical analysis of data.
Giving advice to prospective mooring holders under the direction of the Harbour Masters. Whilst being responsible for maintaining and updating computer systems with regards to waiting lists and fees following requests for moorings etc.
Identifying unpaid accounts from records and referring to the Harbour Master and or Legal Section for appropriate action.
Ensuring that all Tor Bay Harbour invoices, accounts and Cash are dealt with in line with the Councils financial regulations and procedures.
Taking minutes, compiling correspondence and reports. To include administering the Harbour Liaison Forums and various meetings as required.
Maintaining good working relations with other staff within the other departments of the Council and regular Harbour users with whom the postholder comes into contact, to ensure that accurate and consistent communication is provided at all times in a helpful and diplomatic manner.
Act as a point of contact with general public that might wish to access information about the Tor Bay Harbour Authority.
Bring to the attention of the Harbour Master any information that might impact upon the efficient running and/or reputation of the Harbour Authority.
Assist the Harbour Master with projects/assignments and preparation for events.
Assist with the production of performance management data i.e. SPAR.net and Harbour Assist.
Maintain the Tor Bay Harbour Authority inventory.
Carrying out some operational tasks such as bridge and cill operation, VHF radio traffic and providing appropriate support in emergency situations.
Ensure that accidents/incidents involving administrative staff are reported.
Ensure that the Harbour Master is advised of any defect or hazard which they cannot rectify themselves within the working areas of the Harbour Estate.

4. Budgetary/Financial Responsibilities of the post

Monitoring and evaluation of monthly FIMS system reports and appropriate reporting to the Business Manager, including: -
- Aged Debt Analysis.
- Commitments and Accruals.
- Payments.
Preparation and reconciliation of statements detailing internal charges applicable between Tor Bay Harbour Authority and other Council services.
Overall responsibility for security and accuracy of petty cash facilities and imprest account.
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

This role has the ability to work from and in one of the harbour office’s locations across the estate.
The Harbour Offices are based out of Torquay, Paignton and Brixham Harbours outside of which are various hazards associated with working harbours and marinas.

7. Physical demands of the post

None.

8. Specific resources used by the post

IT Equipment such as laptop, screens and basic office resources.

9. Key contacts and relationships

External

Members of the Public.
Harbour Users, both commercial and leisure.
Other Harbour Authorities.
Suppliers.
Contractors.
Police.
SWISCo.

Internal

Members of staff from across other Council departments.
Councillors.

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 [insert a location] but the post holder may be required to move their base to any other location within the Council at a future date.
The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.
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.
Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
As this post meets the requirements of the Immigration Act 2017 (part 7) the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.

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	Place
Service	Harbours
Business unit	Admin Support

Skills and effectiveness

Essential skills and effectiveness

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.
Ability to work as part of team.
Adaptable in relation to working.
Respect for confidentiality.
Able to assimilate new ideas and procedures quickly and effectively.
Willing and able to make own decisions to include innovative and creative problem solving.
Effective and efficient organisational skills to include time management and the ability to meet deadlines.
Effective and efficient word processing and excel skills.

Desirable skills and effectiveness

Understanding of MS Teams and Office 365.

Knowledge

Essential knowledge

Knowledge of Micorsoft Office Systems.
General knowledge and understanding of Health and Safety.
General knowledge of reporting and data analysis.
Have an understanding of working within the application of financial codes.
Be able to delegate the resource to complete the end of year accounting.

Desirable knowledge

Training and mentoring techniques.
Knowledge of marine issues, boats and harbours.
Knowledge of bespoke harbour and Torbay Council software.
Knowledge of proper procurement procedures that comply with Torbay Councils policies and financial regulations.

Experience and achievements

Essential experience and achievements

Previous experience of ensuring successful high standard of customer service and care.
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.
Work on own initiative.
Experience of handling cash.
Maintaining accurate and methodical records and reports.
Previous experience of overseeing the generating of orders and invoices for payment on both manual and computerised systems.

Desirable experience and achievements

Previous experience of working in a marine or harbour environment.

Qualifications/professional memberships

Essential qualifications/professional memberships

Educated to GCSE at grade C (maths and English) or equivalent knowledge and experience.
Word processing qualification or equivalent.