Senior Business Support Assistant - Council Support; Infrastructure - EAL

Vacancy Information

Hourly rate of pay: £13.95 - £14.83
Days and Hours of Work:
Monday-Thursday, 09:00-17:00
Friday, 09:00-16:00
Starting and fishing times are flexible, flexi time is applicable
To start asap

Applications will be accepted from those wishing to be considered for this role on a part-time basis. If you are applying for this role on a part time basis, please tell us in the Additional Information section of the application form

An opportunity has arisen for a Permanent full-time Senior Business Support Assistant (working Monday to Friday) in the Council Support administrative team. We are looking for an enthusiastic and experienced administrator, assisting with an interesting and varied range of duties. The successful candidate will provide administrative support to the Facilities Management Service Area located at Penston House, Macmerry

This role requires proficient use of Microsoft Office package and excellent customer services skills. Good communication and numeracy skills are required and you should be able to establish good working relationships with all levels of staff and have proven organisational skills, with the ability to prioritise your workload and use your own initiative. You will have a commitment to delivering a high quality of customer service.

A high level of flexibity is required as duties may change as the needs of the team changes. This post requires a high level of flexibility, as duties may evolve in response to business needs

Key Responsibilities

• Coordinate uniform, catering and kitchen orders, including lunch bands, food labels and replacement food books
• Manage shared mailboxes and telephone enquiries
• Maintain staff records, databases and personnel files, including training records
• Process timesheets, absence records, fit notes, leave requests and holiday administration
• Prepare communications and operational updates
• Raise and receipt purchase orders through PECOS and liaise with suppliers
• Maintain spreadsheets for recharges, stock control, and absence cover
• Manage archiving, scanning and filing of employee and school records
• Support operational activities, including security code updates, stock distribution and service requests
• Record incidents and complaints, escalating where required
• Arrange printing, stationery and operational resources
• Provide administrative support across Facilities Management Services

Skills & Experience

• Strong administration and organisational skills with the ability to manage competing priorities
• Experience maintaining databases, spreadsheets and electronic filing systems
• Excellent communication, customer service and record-keeping skills
• Able to work independently and as part of a team in a fast-paced environment
• Proficient in Microsoft Excel, Outlook and Word
• Experience in invoice processing, reporting and financial administration is advantageous

Home/Hybrid Working Consideration
Applications for home or hybrid working will be considered for this post in accordance with East Lothian Council’s Home Working and Worksmart Policies which can be found here. Home or Hybrid working options can be discussed with candidates invited for interview
Please Note
All home/hybrid workers must live in the UK. Where an application for home-working is supported, it will be subject to a satisfactory trial period. Employees will be expected to attend Council offices for the duration of induction, and be on site in East Lothian workplaces, as required. Employees with a hybrid working arrangement in place will be office based and able to work from home, with permission, on an ad hoc basis

To provide administrative, clerical, reception and information support to East Lothian Council through a range of tasks carried out within well defined regulations.

Please download the Job Outline/Person Specification (available under 'Job attachments') for the full range of tasks and duties associated with this job. You will need to refer to these in order to complete the application form. You must ensure you meet every 'essential' criteria stated on the Person Specification to be considered for interview.

The ‘East Lothian Way’– values and behaviours we expect our employees to…