Support Services Assistant (West Ham Park)

ABOUT THE ROLE

The post offers an opportunity to support and promote some of the UK’s most iconic public open spaces and green oases. The post holder will support our team by delivering a customer focused, compliant, high-quality clerical, administrative, technical, financial and responsive service to members of the public and our teams across the North London Open Spaces. Working across the division, the post holder will help to ensure an outstanding and compliant service is delivered.

MAIN DUTIES & RESPONSIBILITIES

• Build and maintain productive relationships with team members, managers, volunteers, stakeholders, and external agencies. Actively participate in meetings and contribute ideas for support service improvements to enhance operational effectiveness and meet customer needs.
• Assist in preparing reports and liaising with City Corporation officers, the public, and external organisations.
• Support the effective running of meetings and fora, including minute-taking.

Office Administration

• Manage and respond to correspondence, ensuring appropriate and timely responses.
• Welcome visitors and handle enquiries from various sources, including the press and members of the public to support our customers and wider teams.
• Maintaining effective filing systems, ensuring information is up-to-date and accessible.
• Update web pages and databases regularly in line with the City of London protocols.
• Undertake research and project work as requested by senior managers.
• Collect and analyse monthly data for divisional reports, using appropriate software to display data analysis.
• Effectively and accurately administer bookings for sports and events ensuring accurate electronic diaries.
• Handle confidential information and materials in alignment with City Corporation policies and applicable legislation.

Finance

• Order goods and services using the Corporation’s systems and adhere to all financial standing orders.
• Assist in accurately recording, monitoring, and reconciling income and expenditure.
• Maintain statistical and performance management information, producing reports as needed.
• Perform any other duties commensurate with the level of responsibility of the post which may be allocated.
• Carry out the duties of the post in accordance with the Data Protection Act, the Computer Misuse Act, the Health and Safety at Work Act, and other relevant legislation. Take responsibility for the safekeeping of all assets held, adhere to all security standards of the City of London Corporation and encourage others to do so.
• Actively seek to implement the City of London’s Occupational Health and Safety Policy in relation to the duties of the post, and at all times give due regard to the health and safety of both themselves and others when carrying out their duties.
• Actively seek to implement the City of London’s Equal Opportunity Policy and the objective to promote equality of opportunity in relation to the duties of the post.

CANDIDATE REQUIREMENTS

Please find below the qualifications, experience and technical skills required to undertake this post. Each criterion will be assessed at application (A), interview (I) or
test (T) as indicated below.

Professional Qualifications / Relevant Education & Training:

• Educated to GCSE Standard (minimum of 2 GCSEs) or NVQ level 2 or demonstrable relevant experience at an appropriate level. (A)
• High level of numeracy and literacy, including accuracy and attention to detail. (A, T)
• Ability to provide efficient and effective administrative support. (A ,I)
• An understanding of the needs, timescales and deadlines of others and how your role impacts others. (A, I)
• Ability to deal diplomatically and confidentially with a wider range of stakeholders internally and externally. (I)
• Ability to work with minimum supervision, using problem solving skills and initiative to provide a customer focused, solution-focused support service. (A, I)
• Ability to identify improvements to processes and systems and to share the recommendations with the wider team. (I)
• Ability to work flexibly, balancing competing priorities and meeting deadlines. (I)
• Ability to work as part of a team and a clear understanding of team-working. (A, I)
• Proactive, with a ‘can do’ attitude to problem solving. (I)

Technical Skills & Knowledge

• Excellent demonstrable knowledge and application of IT systems and software packages, including Microsoft Teams the wider Microsoft Office suite applications. (A, T)
• Excellent organisational skills with the experience of changing deadlines. (A, T)
• Accurate word processing and data entry skills. (A, T)

To view the JD and application process, please click here –>Job Information Pack Support Services Assistant (WHP) OENV0438