Admin Assistant

Job Purpose: To provide the highest levels of business support to Bute Park and the Cardiff Parks team and to our external customers.

The Administrative Assistant will be responsible for:

Duties and Responsibilities

Job Specific Requirements

1. To provide a physical staff presence as part of a small team within the Bute Park Visitor Centre to support its operation as a venue for private hire , public drop in, education and family activity.

1. All aspects of Reception duties including receiving deliveries, dealing with visitors and contractors, and receiving and distribution of mail.

1. Routine office administration tasks including invoicing, filing and servicing the meeting rooms.

1. Sourcing goods/materials for purchase. All aspects of procuring goods and services via the SAP system in conjunction with the Council’s Procurement Procedure Rules to ensure compliant spend. Providing procurement advice to internal customers and dealing with enquiries from external suppliers. Building positive working relationships with specialist teams including Procurement and Finance, including assisting with quarterly goods receipting reports and end year processes.

1. Assisting with the reconciliation and banking of Bute Park Income via the CapitaPay.Net system.

1. To communicate with internal and external customers and other interested parties by telephone, in writing/email and in person. To assist in monitoring the Bute Park shared inboxes.

1. To assist with any requests in relation to income recovery promptly.

1. Processing room hire applications and coordinating diaries to avoid clashes. Offering alternative solutions to customers where possible and providing excellent customer service.

1. To provide administrative support in the organisation of meetings, record keeping and distribution as required.

1. Supporting consultation with park users to obtain customer satisfaction data and help shape future developments.

1. Working as part of a team and supporting other colleagues working in and around the Bute Park Visitor Centre to ensure they are informed, engaged and coordinated with planned activities. Liaison with colleagues in wider teams to ensure good timely information flow.

Educated to GCSE standard or equivalent

Experience of the use of Microsoft Office.

Previous experience of dealing with customer enquiries face to face or by telephone and via email.

Previous experience of handling and reconciling income

Previous experience of organising meetings and providing meeting support