Mayoral Services Support Officer - London, United Kingdom - Yucca Recruitment Agency Ltd

Yucca Recruitment Agency Ltd

Verified Company

London, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

MAIN PURPOSE:

To provide a high quality comprehensive, effective and efficient business support service to the Mayoral Services Manager, the Mayor and Deputy Mayor.

Excellent knowledge of Word, Outlook, PowerPoint and Excel

To provide a high standard of customer service in all contact with Members of Parliament, Elected Members, Council officers, Key stakeholders and the general public.

SUMMARY OF RESPONSIBILITIES AND DUTIES:

To assist with maintaining appropriate administrative systems and procedures to support the efficient operation of the office of the Mayor.

To provide and ensure hospitality and refreshments for visitors to the Mayor's office.

To provide and ensure effective diary management for the Mayor's office staff

To provide appropriate administrative support to a range of meetings associated with both Civic and Charity events, including arranging site visits, creating agendas, minuting and distributing minutes as required.

Ensuring the Mayor and Deputy Mayor are fully briefed regarding the diary commitments and has all the necessary papers for all events/engagements.

Assist with arranging both Civic and Charity events, sending out invitations, tickets, corresponding with guests, finalise details for Mayoral Functions and Events and maintain/update guest lists.

Attend and assist at Mayoral events, and if necessary cover for the Mayoral Services Manager if absent.

Assist in producing financial summaries after each event, and an annual overview summary of the Mayor's finances.

Maintain record of payments received, chase as necessary.

Street Collections - liaise with voluntary organisations and Metropolitan Police to arrange dates for collections within the Borough.

Arrange for residents receiving their Pension from Abroad to have their documentation verified and then authorised by the Council.

To raise Purchase Orders and make payments using the Council finance systems appropriately.

Seal documents on behalf of the Council for signature by the Mayor/Councillors and a senior solicitor.

To maintain appropriate filing and record keeping arrangements

Overseeing the maintenance of the Scrap books

Person Specification

Skills & Abilities

Excellent Communication skills at all levels, both internally and externally.
Excellent interpersonal skills.
Excellent attention to detail and accuracy is essential
Able to undertake, organise and prioritise a varied and sometimes challenging administrative workload for self and team.
Customer Focussed approach.
Ability to be flexible and work as part of a team.
Ability to use IT for ordering and payment for goods and services.
Ability to maintain high standards of confidentiality
Excellent record keeping for payments, including creating financial summaries

EXPERIENCE

Basic administration including ,maintaining records, organising diaries
Experience of working in a busy, customer facing environment
Experience of providing business support to senior members of staff
Experience of Microsoft packages
Experience of reviewing administrative procedures and recommending improvements
Experience of dealing with complaints

QUALIFICATIONS

SPECIAL REQUIREMENTS

Be prepared to work flexibly and adapt to changing demands of the service.
Willingness and ability to work flexible hours to meet the service requirements, which would include weekend working.
Must be able to work on own initiative and as part of a team and be able to prioritise and work unsupervised.
Must be able to maintain confidentiality and exercise discretion, tact and diplomacy when dealing with confidential and sensitive issues.

Contract length: 3 months

Salary:
£12.00-£13.00 per hour

Schedule: