Overview
We are seeking a highly organised and detail-oriented Administration Officer to join our team. This role involves providing essential administrative support to ensure the smooth operation of the Town Hall. The successful candidate will possess strong computer skills, excellent communication abilities, and a proactive approach to managing daily tasks. This position offers an opportunity to work in a professional environment where attention to detail and organisational skills are highly valued.
Role Summary
To provide efficient administrative, customer service and support to the Council, ensuring the effective operation of council services, facilities and the Town Hall.
The Administration Officer will act as the first point of contact for residents, visitors, Councillors and partner organisations, providing professional assistance and maintaining high standards of customer care, administration and record keeping.
The postholder will support the Town Clerk and wider staff team in delivering council priorities, administering bookings, supporting events and ensuring the effective day-to-day operation of the Town Hall.
Key Responsibilities
Customer Service and Reception
- Meet and greet residents, visitors, Councillors and contractors attending the Town Hall and maintain a welcoming and professional reception environment.
- Act as the first point of contact for enquiries received in person, by telephone or by email.
- Take telephone enquiries in a professional, courteous and sympathetic manner.
- Signpost residents and visitors to appropriate organisations where necessary.
Town Hall and Booking Administration
- Administer the Town Council booking system and manage and maintain booking diaries and schedules.
- Take bookings for room hires, weddings and civil partnerships and liaise with hirers from initial enquiry through to completion of their booking.
- Prepare booking documentation and associated correspondence.
Financial Administration
- Where necessary, undertake simple finance and administrative tasks on behalf of the Deputy Clerk and Finance Manager or the Town Clerk and Responsible Financial Officer.
- Assist with the raising of invoices and basic financial record keeping.
- Support the administration of payments, receipts and associated documentation as required.
Cemetery Administration
- Support the Assistant to the Town Clerk in dealing with cemetery bookings and associated enquiries and where necessary, assist with administrative tasks relating to cemetery and burial services.
Community Events and Civic Support
- Assist the Community Events Team with the organisation, promotion and delivery of community events and activities including, where necessary, assisting with event administration, bookings, correspondence and coordination.
- Provide support at events outside normal office hours where reasonably required.
General Duties, Administration and Office Support
- Undertake such duties as may reasonably be required by the Town Clerk and Responsible Financial Officer and other members of staff to support the efficient running of the Town
Hall and Council services.
- Maintain confidentiality and process personal information in accordance with UK GDPR, the Data Protection Act 2018 and Council policies.
- Comply with the Council's Health and Safety policies and procedures and take reasonable care for the health and safety of yourself and others.
- Support the Council's commitment to equality, diversity and inclusion in the delivery of services.
This job description contains the principal duties relating to this post and does not describe in detail all the tasks required to carry them out.
Additional Information
Haywards Heath Town Council is committed to equality of opportunity and welcomes applications from all sections of the community. Applicants should refer to the Council's Recruitment Privacy Notice for information about how personal data is processed during recruitment.
Pay: £24,796.00-£25,583.00 per year
Benefits:
- Free parking
- On-site parking
- Sick pay
Work Location: In person
