Fleet Admin Support Officer
Job in
Lisburn, County Antrim, BT27, Northern Ireland, UK
Listing for:
Libraries NI
Full Time
position
Listed on 2026-03-03
Job specializations:
-
Administrative/Clerical
Administrative Management, Data Entry
Job Description & How to Apply Below
Job Purpose and Information
The Fleet Admin Support Officer will provide administrative, clerical and secretarial support to the Libraries NI Assets Management Team in its provision of procurement, management and delivery services relating to Libraries NI's land, property and vehicles.
Job Description Responsible to: Fleet Transport Manager
Main Duties and Responsibilities Assets Management Processes
To operate the property maintenance helpdesk function for Libraries NI including answering phone calls and e-mails, identifying relevant information to ascertain the nature of problems, recording all requests on the call logging system, contacting service providers, monitoring progress of repairs etc.To collate and manipulate data relating to the operation of the estate including the drafting of reports, presentations and summary data for distribution to internal and external customers.Contribute to the development of Asset management call systems.Train new staff in the process of operating the maintenance help desk and call logging system.Health and Safety
Receive accident and incident reports from libraries and other building in the estate together with vehicle accidents. Record each event in the H&S register and print form for review by the Assets Manager.Retrieve records as requested by the Assets Manager.Invoicing
Using the call logging system check invoices received against calls raised, process and forward to Asset Manager for approval.Contact suppliers to query any outstanding issues with invoices and agree appropriate action.Keep records of invoices processed and those pending to ensure timely payment of same.Raising Orders
Monitor consumables required to service the assets office.Utilise the organisations purchasing system to raise orders for the assets team and other goods and services as appropriate.Utilities
Manage Outlook inbox to gather information from each library or building in the estate for monthly meter readings for gas and electricity and submit to the appropriate utility provider for the accurate billing of utilities.Answer any queries from staff and follow up libraries which have not submitted the required information.Assets Disposal
Receive asset disposal forms from libraries and other properties in the estate and present to the Assets Manager for completion.Return completed signed off asset disposal form to each library and other property and copying to Finance as appropriate.Administrative Support
Provide administrative, clerical and secretarial support to the Libraries NI Asset Manager, Assets Officer, Fleet Manager and Capital Project Manager.Develop, maintain and operate manual/computerised information systems in relation to the management of information relevant to the Assets Management function.
E.g. property maintenance records, vehicle service histories, rent payments etc.Provide word processing, filing and duplication services in support of the administrative processes including the use of E-mail, Excel spreadsheets and data inputting.Ensure the secure storage of confidential documents.Provide secretarial support to arrange meetings, including draft correspondence, issue of invitations, room bookings, hospitality etc.Provide a telephone and/or e-mail contact point for the Assets Management Team including message taking.Make contact with relevant personnel, both internal and external, to obtain or source information.Maintain diaries (electronically) and arrange appointments for staff within the Assets Management team.Service meetings and draft minutes as required.Manage petty cash box and record transactions.Help manage assets records keeping and archiving process together with disposal of records.Staff Development
Attend and participate in training and staff development programmes in compliance with Libraries NI Staff Development Policy, including Staff Appraisal.Co-operate as required in the introduction, development and operation of any Information and Communications Technology relevant to the grade.Keep abreast of initiatives and developments within the Library Service.Contribute to the delivery of training on routine aspects of administration work.Other Duties
To be able to work in a busy and demanding environment to achieve all relevant deadlines.To assist Assets Management Team in resolving routine queries and extracting information required by internal and external agents, management or other internal departments, NIAO, DCAL, etc.To work to the highest degree of personal integrity and discretion in relation to the management of the organisation’s assets, ensuring that confidentiality is maintained and the authority's obligations under data protection are met.This job description is intended to indicate the broad range of responsibilities and requirements of the post. It is neither exhaustive nor prescriptive. Libraries NI reserves the right, in consultation with the post holder, to amend the job description to meet the changing needs of the organisation.
Person Specification /…
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