PA to Mayor/ Members Services Administrator

Job Description

Vanrath are thrilled to be recruiting for a Members Services Administrator (PA to Mayor Monday and Tuesday) on behalf of a large public sector company in Ballymena on a temporary basis.

What's in it for you?

  • Full time Monday - Friday 9am to 5pm
  • PA to Director Monday and Tuesday (S01)
  • Members Services Administrative Wednesday - Friday (Scale 4)
  • Temporary
  • Scale 4 £13.02
  • S01 £17.59

Overview

PA to Mayor

Provide a dedicated comprehensive, confidential administrative, clerical and secretarial service to the Mayor and Deputy Mayor, which requires regular interaction with Councillors, Directors and Heads of Service on a broad range of external contacts, and interaction with the Chief Executive .

What you'll do

  • Provision of a comprehensive, confidential administrative, clerical and secretarial service to the Mayor and Deputy Mayor.
  • Act as the first point of contact for incoming telephone, email and mail enquiries for the Mayor's Office, managing these through prompt and appropriate responses, screening, prioritising, redirecting and escalating as required.
  • Manage queries on behalf of the Mayor's Office, ensuring they receive an appropriate and timely response, and ensure that the Mayor and Deputy Mayor are made aware of any urgent or important issues, including complaints.
  • Compose letters, correspondence and speeches to be for the Mayor/Deputy Mayor.
  • Manage diary of the Mayor's Office, by arranging appointments, making appropriate arrangements for all Mayoral Receptions, including catering arrangements, notifying local media and arranging appropriate corporate gifts, setting up meetings on behalf of the Mayor and adapting appointments in line with changing circumstances and other demands.
  • Liaise with the appropriate Officers to identify opportunities and ensure arrangements for the Mayor and Deputy Mayor's attendance at various functions and events are provided in full eg speeches, gifts etc.
  • Make any necessary travel arrangements in relation to the Mayor's Office.
  • Identify and coordinate Mayor's Car usage, including arranging the Mayor's Driver's work schedule, reviewing and signing off timesheets.
  • Coordinate the procedures concerning Mayor's Car in relation to fuel and mileage, reporting of defects and car service arrangements.
  • Responsible for ensuring appropriate financial processing and record keeping including the Mayor's Donations cheque account and purchase ordering.
  • Monitoring of the Mayor's budget, reviewing spend on a monthly basis, forecasting and timetabling future spend, liaising with finance department and highlighting areas of concern to the Head of Service.
  • Ensure all necessary insignia for Mayor and Deputy Mayor is prepared for civic/ceremonial events.
  • Work in conjunction with Council's Communications Team to ensure press coverage of Mayoral events is maximised and collation and preparation of various editorial material is submitted in a timely manner.
  • Work in conjunction with the Communications Team to ensure the Mayoral Office section of the website is accurately maintained and updated accordingly.
  • Provide support to the Mayor in promotion of their chosen charity.
  • Accurate and timely maintenance and review of the Mayor's Office filing system, including updating and re-organisation of system as necessary.
  • Use a wide variety of IT/Microsoft Office applications to type reports, correspondence, minutes, diary schedules, send emails, and other documents as may be required by the Mayor and Deputy Mayor.
  • Provide general administrative support within the Chief Executive's Department including administrative duties for Elected Members as and when required.

  • Any other administrative duties that may be required within the Chief Executive's Department.

  • Work closely, as part of a cross functional team, to ensure effective support to the Mayor in the delivery of events, catering, finance, ICT, communications etc.

About you

Applicants must have a minimum of 2 A Levels (Grades A-C)

AND

Be able to demonstrate, by providing personal and specific examples, that they have two years' relevant administrative experience as a PA to a Senior Manager.

Candidates must be able to demonstrate two years' experience in the following areas:-

  • Successful diary management;
  • Dealing with correspondence and drafting high quality written responses;
  • Working with a wide range of stakeholders, Council Officers and Elected Members; and
  • Ability to work in a political environment.

Alternatively consideration may be given to candidates who do not possess the required educational qualification but who can demonstrate that they have four years' experience as a PA to a Senior Manager.

Demonstrating four years' experience in the above 4 areas.

Members Services Administrator

Provide a high quality administration and secretarial support service to Elected Members and the Mayor's Office and provide general administrative service within the Corporate Services Directorate.

What you'll do

  • Carry out and provide general administrative support service within Democratic Services, the Mayor's Office, Corporate Services and Chief Executive's Department and for Elected Members.
  • Maintain and administer Elected Members Support Log, producing weekly reports for monitoring purposes.
  • Responsible for the processing of incoming mail and ensure safe custody of cheques and cash for onward transmission to the Finance and Governance Department.
  • Verify and process Members' mileage claim forms and expenses on a monthly basis ensuring compliance with strict deadlines.
  • Process corporate bookings and bookings on behalf of Elected Members at conferences worldwide, including payment, insurance, travel and accommodation arrangements and arrange attendance at dinners and events and provide detailed itineraries where appropriate.
  • Process orders in line with Council purchasing and procurement policies.
  • Assist with preparation and maintenance of a detailed cost analysis of all expenditure incurred in attendance at conferences, dinners etc in association with the Finance and Governance Department and maintain a database of all conferences/events attended.
  • Arrange subsistence allowances and cash advances for Members' attendance at overseas events and use the corporate credit card (as applicable) for payment in respect of conference bookings, travel and accommodation.
  • Assist the Mayor's PA on a daily basis and deputise in his/her absence and assist with making arrangements for Mayoral events.
  • Assist with the organisation of civic/ceremonial functions and make arrangements for civic, departmental and other events and visits and collate information in relation to attendance at events.
  • Create and maintain an up to date pen portrait and training log for each Elected Member
  • Responsible for storage, maintenance and issue of Civic robes, hats, and Mayoral chains, making appropriate arrangements for repairs, alterations and cleaning.
  • Responsible for stock control and distribution of Corporate Gifts to Council facilities throughout the Borough and ensuring new stock is ordered in a timely fashion.
  • Responsible for monitoring, reordering and distribution of stationery stock for the administrative office in The Braid.
  • Provide secretarial back up in the absence of other Members Services Administrators within the Department.

About you

Applicants must have a minimum of 5 GCSE's (Grades A-C) including English Language and Maths.

AND

  1. A qualification that demonstrates competency in working with office technology i.e. Word Processing or Typewriting.

AND

  1. Be able to demonstrate, by providing personal and specific examples, that they have two years' relevant administrative experience to include:

  • Dealing with correspondence
  • Working with a wide range of stakeholders and Senior Officers
  • Able to collate information
  • Ability to work in a political environment

IND02

To apply today contact Leanne Garrett in the strictest confidence.