Administration Assistant

Location
Himley Hall and Park, Dudley, DY3 4DF
Salary
18887 - 19264
Posted
12 May 2022
Closes
18 May 2022
Job Ref
DUDLEY000007467
Contract Type
Full time permanent
Working Pattern
See advert details
Hours
Full-Time

Himley Hall and Park is a busy public space and multi-use site that hosts a range of hospitality functions and numerous outdoor events throughout the year.

Due to the number of enquiries and bookings received, an administrator is required to provide clerical assistance to the small team.

The person appointed must be methodical, have excellent customer service and communication skills and have the ability to work from their own initiative. In addition to carrying out an important administration role there will be a requirement to provide support with exhibitions; this involves generally light manual tasks.

The successful candidate must be prepared to work flexibly in accordance with the needs of the service. This may include working additional hours (overtime payments would be made).

The post is 30 hours a week, mainly Mon – Fri although as stated above, some weekend and bank holiday working will be required.

If you would like to discuss the post further please contact Lesley Horne on 01384 812341.

Job Description

Administration Assistant

Purpose of Job - to provide clerical, administrative and exhibition support at Himley Hall and Park.

This post is 30 hours and will be pro-rata

  • Word processing of letters and quotations, reports, risk assessments database/mailing list management.
  • Collect and maintain records of visitor and booking numbers
  • Produce signage, catalogues and leaflets using Microsoft publisher.
  • Maintain general office filing system both manual and computerised.
  • Order stationary stock as required.
  • Assist with booking enquires, conference and wedding diary management including customer/client liaison.
  • Administration of car park season ticket process, night fishing syndicate and afternoon teas.
  • Respond to incoming mail internal/external email and associated distribution.
  • Assist the Exhibition Officer in the implementation of a practical programme of temporary exhibitions within Himley Hall. Maintain a record of items sold, calculate commission and arrange payment to artist.
  • Carry out general office duties.
  • Any other duties appropriate to the grade of the post.

Experience

  • Experience of providing excellent customer service.
  • Experience of working as a clerical/administrative team member in a busy office environment.
  • Experience of dealing with customer enquiries via email, telephone or in person.
  • Knowledge of the data protection act and its implications.
  • An understanding of the requirements needed to support public exhibitions.

Practical Skills

  • Ability to use appropriate technology e.g. Keyboard/word processing skills, photocopying etc.
  • Knowledge and experience of a wide range of ICT systems e.g. Microsoft office (Word, Excel, PowerPoint, Publisher)
  • Must have the ability to act on own initiative or as a team member.
  • Excellent verbal and numeracy skills with the ability to present information to support reports.
  • Able to contribute to design layouts with regards to exhibitions.

Personal qualities and attributes

  • A knowledge of equality and diversity issues.
  • Excellent communication skills, both written and verbal.
  • Must be able to work to tight deadlines, dealing with numerous enquiries at any one time.
  • Willingness to participate in training and development opportunities.
  • Able to demonstrate an understanding of working in a public facing environment.

So that we can demonstrate Dudley’s commitment to diversity and inclusion and to improve bias in the recruitment process that could create barriers for candidates. Your personal data will be anonymised when you apply, to ensure that you comply with our anonymisation process please ensure you have removed your name and date of birth from any attachments prior to uploading them to your application.

Online application forms will only be accepted for this vacancy, online facilities for jobs are available at public libraries within the Dudley Borough.

If you have a disability and require assistance in making an application please contact the HR Resourcing Team via HR.Resourcing@dudley.gov.uk

If you are experiencing a problem whilst applying for a position, please follow the link below to the WM Jobs Help Page in the first instance; https://www.wmjobs.co.uk/staticpages/20563/help/

If the WM Jobs Help Page does not resolve your issue then please contact the HR Resourcing Team via HR.Resourcing@dudley.gov.uk

Dudley Council will check the information that you have provided against any details already held for accuracy and completeness. The Council will check, share and cross match your information both internally within the council and with external organisations to protect public funds and prevent or detect crime, only where the law allows us to do so. The Council’s full Privacy and Disclaimer Statement can be accessed on the website at http://www.dudley.gov.uk/

Supporting documents
Job Description
Person Specification

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