Logistics Administration Receptionist

Role Purpose:

To provide general office administration and legal documentation support to the Engineering and Technical team in order to help ensure that the service carries out its work as effectively as possible and to procure essential supplies and services as necessary. Engineering Support Administrators are experienced administrators carrying out detailed processes required for specific aspects of Engineering Support administration. They will invariably have a specialisation of skills and will support a group of team managers and staff. They will be fully versed in all procedures of their specialism including complex and confidential work. The post holder will undertake routine financial functions, use asset management databases and assist in compilation of data as required by the Operational Support Managers. The role holder will be required to provide customer service and the post is part of a small team who
process and maintain data in appropriate databases and systems in response to requests for
information by Fire and Rescue Managers within defined areas of activity. Accuracy and the
production of quality information are key expectations of the role.

Work Context:

Logistic Support comprises of Engineering & Supply and Infrastructure. Being the first point of
contact to the majority of Logistic Support customers and the services within this function, this post represents the face of Engineering & Supply. Effective administrative support to front-line staff is crucial to the quality of service delivery. The post holder will organise their own workload and set day-to-day priorities but have robust
communication mechanisms with the Engineering & Supply Manager and overall team to ensure continuity of service delivery.

Line management responsibility:

None but post holder will be required to train an apprentice.

Budget responsibility:

Day to day monitoring of vehicles, fuel & equipment defects & records.
Delegated responsibility for annual Budgets of:
Fuel - £150 000
Equipment - £100 000
Vehicles - £60 000
Manage petty cash to the value of £300

Accountabilities:

Planning & Organising
* Plan and prioritise own work activities for the weeks ahead, to ensure operational efficiency.
Respond effectively to changing demands, adjusting priorities as needed.

Policy and Compliance
* Assist with work in a relevant technical or regulatory area in order that statutory and policy
compliance is maintained.

People & partnerships:
* Respond to and resolve enquiries and problems, judging when to pass on complex queries or involve others, to provide an effective service and clear advice to colleagues and customers.
* Guide and/or supervise junior staff in their duties to facilitate their development and ensure service quality standards are maintained.
* Communicate and liaise with service users and/or external contacts, representing the team/service as required.

Resources:
* May assist in the management of a small budget or recovery of income.
Analysis, Reporting & Documentation
* Collate data, prepare reports/statistics to meet statutory/management information requirements.
* Recommend improvements and support implementation to systems, processes and procedures, ensuring best practice is shared across the team.
* Support, coordinate and undertake research into a variety of projects in the defined area of activity to support achievement of team's objectives.

Duties for all Values:

To uphold the values and behaviours of the organisation.

Equality & Diversity:

To work inclusively, with a diverse range of stakeholders and promote equality of opportunity.
Health, Safety & Welfare: Responsible for ensuring health and safety policies, procedures and
legislation are implemented, communicated and managed including making sure that health and safety responsibilities are fully understood and carried out by employees within their service area. To have regard to and comply with safeguarding policy and procedure as appropriate.

Personal Characteristic:

* Knowledge of relevant technical area including, where appropriate, relevant practical skills.
* For some roles a relevant degree may be required.
* Good IT skills, including MS Office and database management systems.
* Good written and oral communication skills with the ability to build sound relationships with
customers and explain technical issues to non technical people.
* Ability to prepare and present reports in a logical and digestible format.
* High level administrative, analytical and organisational skills.
* Able to prioritise and plan own workload in the context of conflicting priorities and work on own initiative.
* A methodical approach to information gathering, recording and reporting.
* Typically previous work experience in a relevant environment. Familiarity of asset management and a busy fleet operation. Technical understanding of motor vehicles

Connect2Surrey, part of Surrey County Council & Kent Commercial Services LLP, is an equal opportunities Employment Agency & Business and positively encourages applications from all suitably qualified and eligible candidates.