Administrative Assistant - Coleraine

Our client, A Large public sector organisation, based in Coleraine are looking for an Admin Assistant to join their team

Start date: Immediate

Duration: 51 weeks with possible extension

Hours of work: Full time

The contracted hours are: Monday to Friday 9am-5pm

Rate of pay: £10.94

Main Duties:

The main activities of CSB’s AA posts are summarised under the following broad headings –

Identification, Registration and Movement (IRM)

Processing the following work areas in line with Staff Instructions –

• MC1s and MC2s documents

• Sheep licences / herd lists

• Animal Import documents

• Welfare complaints and setting up farm visits on APHIS

• Receipting incoming documents on the Customer Information System (CIS)

• Filing, including batch filing

Testing

Processing the following work areas in line with Staff Instructions –

• Private Veterinary Practitioner claims on APHIS

• TB test cancellations

• Phone calls from the public on animal welfare concerns

• Phone calls on epizootic outbreaks; forwarding details to technical staff

• Test results / cancellations with herd owners

• BR abortions; forwarding details to technical staff

• Phone calls for BR tests from herd owners; forwarding details to technical staff; issuing appointment letters to herd owners

• ‘No stock’ tests

Grants and Subsidies (GAS)

Processing the following work areas in line with Staff Instructions –

• Agri-Environment Scheme applications and claims

• Cattle Identification Inspection (CII) files

• Planning applications

• Receipting documents on CIS

• Scanning / Trimming inspection results and map-related documentation; issuing maps on request

• Issuing acknowledgement letters; updating miscellaneous post spreadsheet

Welcome Desk Officer (front desk)

• providing information on DARD services via the telephone or face-to-face with customers

• referring complex queries to the Customer Service Officer

• receipting incoming documents on CIS

• distributing documents to back office for processing

• ensuring adequate stocks of forms, books, leaflets, etc at the front counter

• maintaining the Visitors Book; referring contractors to the Premises Officer

• issuing visitor passes and ensuring their return

• ensuring the post-box is checked at regular intervals

• ensuring date stamps are locked away when not in use

• providing services to customers in line with DARD’s Customer Service Standards, telephone and written communication guidelines, etc

• undertaking appropriate performance management and training and development activities

• complying with departmental policies and procedures, eg managing attendance, health & safety, fraud, FOI / data protection, information management / security, internet usage, conflict of interest, dignity at work, TARDIS, clear desk, etc

• photocopying, scanning, franking post, etc

• providing support for ad hoc exercises and other sections as necessary

- 2 GCSE's A-C to include Maths and English (You must be able to provide proof)

**Please note that successful applicants will be required to complete an AccessNI check**