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Admin Assistant Rhyl

  • Job reference: SH SS 220
  • Location: North Wales
  • Job type: Permanent
  • Area of Expertise: Administration Services
Job description: Admin Assistant Rhyl

To be responsible in ensuring the effective operation of information systems within the Facilities & Maintenance Team.
To ensure the inputting and retrieval of information for the Public Buildings and Schools Maintenance Teams, M & E Engineering Maintenance and Facilities Management functions.

To assist in the management and operation of the Building Maintenance Help Desk. To carry out Help Desk Clerk and other administration duties.
To work with and support the Facilities & Maintenance Team's customers, namely the client departments who manage and operate Denbighshire County Council's schools and public buildings in order to facilitate co-operation and partnership. To promote and monitor the operation of an integrated business support service provided by the Facilities & Maintenance Team and manage the development and support of maintenance information systems whilst identifying opportunities for the further development of this business support service.

To assist in managing appropriate systems and operating procedures based upon the 'Hornbill' SupportWorks Help Desk Client Management System for the co-ordination of support services to facilitate the delivery of a consistent quality assured service. Interrogating and monitoring all databases to provide Senior Management with accurate and up to date information, and the production of reports as necessary.

Inputting and updating databases and other information systems and the processing of orders raised in respect of maintenance repairs, small works and facilities management. Assist in the management, input and monitor the operation of the financial commitment system, filing and archiving systems.

Processing the Facilities & Maintenance Team's Proactis invoices for payment, ensuring all relevant fees have been charged and that the correct cost codes have been used. Drafting out works orders and processing equipment and materials orders for the Facilities & Maintenance Team. Take personal responsibility for day to day small maintenance works.

Ensuring that all client department communications and requests are recorded and that it is accessible so that timely and accurate responses are made to all enquiries. Promote the development of the Facilities and Maintenance Team to ensure client department satisfaction.

The person should have experience of providing information and advice direct to clients and must be capable of dealing with Client Department representatives, contractors etc. in a polite, tactful, diplomatic and efficient manner.

Must be pleasant, courteous, self-motivated, drive, energy and have excellent communication skills, along with the ability to prioritise workload whilst demonstrating initiative, work to deadlines and possess good keyboard skills. Knowledge and skills relating to Information Technology and experience in the use of Microsoft Office is essential together with the ability to operate computerised database and spreadsheet applications.

Please send your CV and covering letter to stewart.simpson@servicecare.org.uk and call 01772 208967