Corporate Services Administrator - Hamilton, United Kingdom - Police Investigations and Review Commissioner

Description

Details:


Reference number:


Salary:

- £29,013 - £31,177

• A Civil Service Pension with an average employer contribution of 27%
  Job grade:
• Administrative Officer
• A4
  Contract type:
• Permanent
  Business area:
• PIRC
• Corporate Services
• The Police Investigations and Review Commissioner is currently seeking to recruit a CS Administrator to join her team who are based in Hamilton.

This is an exciting opportunity for an enthusiastic, self-motivated individual to work in a fast-paced enviro
Type of role:

• Administration / Corporate Support
  Working pattern:
• Fulltime
  Number of jobs available:
• 1Contents

Location

About the job


Benefits:

Things you need to know

Location

• HamiltonAbout the job

Job summary:

As Corporate Services Administrator you will be reporting to the Corporate Services Manager (CSM) and will support them and the Corporate Services Officer (CSO) in the delivery of our Corporate Services which include Procurement, Facilities, IT, Health and Safety and Payroll.

The post holder will be faced with competing priorities, demands and expectations and will require to have a working knowledge of each area and be able to provide integrated and efficient corporate services that support colleagues, service users and stakeholders.

• Responsible for delivering 1st line IT support to staff and for ensuring that all staff have required kit
• Coordinating staff travel including booking hotels etc and ensuring that staff are aware of risk assessments ahead of travel
• Integral part of the team who facility manages the PIRC offices, arrange maintenance and repairs where necessary, as required, liaise with contactors and Scottish Government Estates & Facilities and IT Departments when required to ensure that the PIRC offices are suitably maintained.
• Manage PIRC fleet of cars, record keeping and arranging service and repairs, fuel cards.
• Ensure that PIRC are compliant with health and safety legislation

The PIRC offers excellent career prospects, competitive pension and benefits and operates flexible working arrangements.


Job description:

As a Corporate Services Administrator you will provide support to the Corporate Services Manager in delivering a range of corporate functions which include activities relating to; Procurement, Facilities, IT and Health and Safety.

You will be required to:

• Manage the process for raising purchase orders and processing invoices for payment, giving support and guidance to the Corporate Services Manager (CSM) and Senior Managers through the Challenge managers and escalate to CSM when the process is not followed.
• Monitor and maintain the contracts register and suppliers details for PIRC, ensuring compliance with the Public Procurement Guidance and Procurement Bill. Advise managers on procurement process where relevant.
• Ensure that PIRC are compliant with health and safety legislation

by conducting research into changes or best practice. Carry out all risk assessments (including Fire, workplace, pregnant mothers and young persons, driving etc), manage the risks to persons and property, record all actions for inspection. Set best practice and procedures and train staff accordingly.

• Proactively support the Corporate Services Officer in facility managing the PIRC offices, arrange maintenance and repairs where necessary, as required, liaise with contactors and Scottish Government Estates & Facilities and IT Departments when required to ensure that the PIRC offices are suitably maintained.
• Provide first line IT support for the organisation, escalating to Scottish Government when required. This includes the setup of workstations, issuing and maintenance of mobile phones and the systems associated with the PIRC i.e. Centurion and Clue.
• Support the smooth running of the pool of PIRC Fleet Cars, collating mileage logs and record keeping. Track and update details of staff personal Car insurance for drivers claiming business miles while using their own car.
• Assist in establishing PIRC Environmental policy / arrangements, engage with staff and run 'green' campaigns
• Provide support and deputise as appropriate for the Corporate Services Officer.

Person specification:


Essential

Desirable

Qualifications

• Good standard of general education (minimum SCQF level 6) to include qualifications in Maths and English

x

Experience

• Significant experience (minimum of 1 year) of working in a similar corporate services role in a small to medium sized organisation

x

• Significant experience of public finance and financial regulations in Scotland

x

• Extensive uptodate experience in using SEAS

x

• Good uptodate experience in using EASEbuy (Executive Agency, Scottish Executive Buying System)

x

• Experience of using online procurement

x

Skills & Knowledge

• Highly numerate with strong analytical skills

x

• Excellent accuracy and attention to detail

**x