Transactional Services Administrator

Overview

We're excited to offer a fantastic opportunity to join the Council's Digital Post Room! We're looking for a friendly and detail-oriented individual to become a part of our team as a Transactional Services Administrator. In this role, you'll be an essential part of our operations, providing valuable clerical and administrative support that keeps our office and team processes running smoothly. Join us and contribute to a variety of administrative and transactional tasks, ensuring our services are efficient and effective.

About us

We are a dedicated team within the Resources Directorate, committed to providing top-notch administrative and transactional support across the authority. Our Corporate Business Support team is at the heart of our operations, ensuring that customer needs are met with precision and care. We pride ourselves on our collaborative and supportive work environment, where every team member is valued and encouraged to grow.

Buckinghamshire Council brings together the best of the previous five councils to create positive change for local people, communities, and businesses. We are firmly focused on the future and have made a clear commitment to serve residents better and to provide stronger representation for Buckinghamshire, both locally and nationally. 

About the role

As a Transactional Services Administrator, you will be responsible for a wide range of administrative and support tasks, including:

• Complete administrative and transactional tasks in accordance with processes and procedural systems, ensuring high levels of accuracy and consistency.
• Manage own workload, prioritising tasks to meet deadlines and the needs of customers.
• Complete work processing reports including minute taking, text and data entry for a variety of purposes and to receive and maintain information.
• Handling of customer enquiries through different channels, providing accurate, consistent and meaningful advice, ensuring these adhere to policies and processes.
• Process service requests received through the Information Management Tool,
• Receive visitors and ensure that they are made welcome and are looked after, as appropriate.
• Completion of receiving and distribution tasks for mail, in accordance with service area procedures, meeting strict SLAs including the filling of paper copies of inbound mail as per the data retention policy.
• Handling and processing internal, inbound, and outbound mail, managing distribution through manual and digital processes, including scanning and indexing, batch printing processes or organising collections. Deal appropriately with undeliverable letters.
• Collection and dispatching of outgoing post and parcels including the moving and handling of bulk mail, franking of letters and organising courier services for parcels.
• Use of reprographics equipment to print large volumes of agenda papers and other corporate and sensitive documentation.
• Completion of a wide range of administration tasks, including but not limited to, large scale printing tasks, email management, printing, and binding.
• Accurately scan in and index documents, applications and correspondence received from customers, onto service area system. Ensuring high levels of accuracy and that the appropriate processes are followed.
• High accuracy levels whilst handling highly sensitive information accordance with GDPR, policies and processes.

Our team is dedicated to providing the highest standard of administrative support to services across the council. This role is based in Walton Street and requires the successful applicant to work five days a week in the office. This is a fantastic opportunity to gain insight into various functions of the council, collaborate with different departments, and grow within your role.

Fixed

As a ‘fixed’ worker, you’ll spend most of your time in the same location, which will likely be a fixed office or location where your role is performed. Typically, you’ll be based in the same location as the rest of your team, because you provide a particular service from that fixed location or need access to information there.

About you

We're looking for someone with practical experience in a multi-discipline business administration role. You should have a good understanding of relevant processes, systems and how they contribute to each business. It's important that you have experience working to strict processes across various tasks, strong administration skills, which includes great attention to detail and organisational skills.

You'll need to have experience in a customer-focused environment and possess excellent ICT skills, including the use of Microsoft applications and specialist systems. Being numerate and having a keen eye for detail is essential.

You must be able to build strong working relationships and communicate at all levels. Being a Team player with strong communication and interpersonal skills is essential.

Being able to manage own workload effectively to ensure that deadlines are achieved while able to identify potential improvements to processes.

An understanding of GDPR and data retention guidelines and the significance of handling sensitive and highly confidential tasks is a must.

You should be educated to: GCSE / NVQ2 standard or equivalent.

Other information

For further information on this role please see the attached job summary. When completing your application please provide examples of how you meet the essential criteria on the attached job summary.

If you would like to have an informal conversation with the recruiting manager, please contact: Lynn Hyland @[email protected]

This post is covered by the Rehabilitation of Offenders Act 1974 and therefore applicants are required to declare:

• All unspent cautions and/or unspent convictions

For further information on how long it takes for cautions and convictions cautions to become spent, please refer to our guide on the Rehabilitation of Offenders Act 1974 (updated 2023) | Nacro

We reserve the right to close the vacancy once we have received sufficient applications, so please be advised to submit your application as early as possible.

Our values and culture

We have a set of values, which our employees have chosen, that represent what we are – Proud, Ambitious, Collaborative and Trustworthy.

By joining Buckinghamshire Council, you can expect:

• a fair and inclusive culture
• the chance to really make a difference to those around you
• health and well-being initiatives including an Employee Assistance Programme, Mental Health First Aiders and mindfulness workshops
• a unified voice through our Employee Representative Group
• ongoing support, and the opportunity to develop and progress in your career with us
• opportunities to take part in fun activities such as fundraising and social events

At Buckinghamshire Council, we know that our biggest strength comes from the people that work for us, and that’s why we’re working hard to ensure we continue to be an accessible and inclusive organisation.

From dedicated staff networks overseen by our Equality, Diversity and Inclusion Steering Group, to proudly standing as a Disability Confident employer, it’s important to us that all our colleagues feel engaged, listened to, and valued. Our offer of flexible working empowers a productive and happy workforce and allows employees to combine work with other responsibilities and commitments.

We believe our workforce should reflect the diverse communities we service in Buckinghamshire, and are looking for like-minded individuals to join us in promoting equality, fairness, and inclusion for everyone.

About the Business Unit

Resources cover a wide range of specialisms, including Human Resources, Finance, ICT and Business Operations. Our main focus is supporting the other directorates to provide the best possible service to our residents. To do that, we have to make sure we have the right people in the right roles across the organisation. From our finance teams, working strategically to ensure the best value from public money; to HR keeping our employees healthy and happy, each service is vital in making sure Buckinghamshire Council has what it needs to run effectively and efficiently.

As well as providing high quality services to other areas of the Council, you could also be helping us build on the revenue which comes from our external clients. If you are ambitious, customer-focussed and bursting with new ideas, we want to hear from you.

We recognise and reward you

Hard work and success deserves recognition. That’s why we pride ourselves on the benefits we give our people. We actively encourage a good work-life balance and promote flexible and agile working arrangements. We provide discounts on various Cafés, restaurants, shops and auto enrolment onto our generous Pension Scheme. In addition to the opportunity to gain membership to Costco, we have discounted gym memberships, travel discounts with Arriva and much more.

https://jobs.buckinghamshire.gov.uk/working-buckinghamshire-council/