INFRASTRUCTURE ADMIN ASSISTANT

Grade:2

Salary:£15,144 - £17,541 per annum pro rata

Status:Permanent

Hours:16 hours per week – working Monday, Tuesday, Wednesday (Please note Tuesdays you will be required to work until 5pm)

CLOSING DATE: Monday 14 September 2015

SELECTION EVENT DATE:Tuesday 22 September 2015

Job Title: / Infrastructure Admin Assistant
Name:
Reports To: / Infrastructure Support Supervisor
Department/Location: / Customer Services – Contract and Asset Section
Date: / January 2015
Job Purpose:
Provide a comprehensive administrative and management support service for the Contracts and Asset Section.
Organisational Chart:


Dimensions:
Responsible for the provision of a comprehensive administrative and management support service for the Contracts and Asset Section. The Infrastructure administration function is responsible for the processing of work orders, invoices, customer comments and the production of on-street information vinyls.
Primary point of contact for all enquiries received by the Bus Services Team from internal and external contacts.
General Responsibilities:
  • SYPTE’s aim is to provide the best Public Transport system possible. The objective is the pursuit of excellence in meeting the needs of all potential passengers.
  • SYPTE is fully committed to the active promotion of equal opportunities in its capacity as an employer. It is the individual responsibility of every member of staff to seek to ensure the practical application of this policy.
  • Under the Health and Safety at Work Act, all employees are required both to take care of their own health and safety and that of other employees and to co-operate with their employers in complying with their statutory duties.
  • SYPTE and its Managers are fully committed to the training and development of staff.

Responsibilities/Key Accountabilities:
  1. Deliver the highest standard of customer satisfaction and operational efficiency within the parameters of Transport Authority policy in to meet the objectives of the Contracts and Asset Section to the highest standards.
  1. Provide a Facilities helpdesk function ensuring timely actioning of works requests in order to achieve prescribed service delivery standards.
  1. Process requests for stationery ensuring these are distributed within agreed timescales
and automated stock replacement levels remain in line with changing demands.
  1. Record accurately all data relating to incidents where a potential insurance claim may be made and provide information in a timely manner to the Executive’s insurers to ensure claims can be processed in a timely manner.
  1. Operate and maintain on a day to day basis the Contracts and Asset Section’s computerised systems and manual filing systems to maintain effective records and to assist the efficient retrieval of information.
  1. Process efficiently all work orders and requests relating to on-street infrastructure and facilities maintenance, to enable effective delivery of the Executive’s planned maintenance programme, on-street infrastructure works and reactive works.
  1. Ensure that all customer comments received by the Contracts and Asset Section are entered onto the Executive’s Customer Comment Database and actioned to meet the Customer Care policy standards.
  1. Produce on-street information vinyls as required to meet the Executive’s information standards.
  1. Prepare and collate documents and reports as required by the Contracts and Asset Management Team in order to meet deadlines.
  1. Assist with the development of service standards and performance monitoring systems in order to ensure continual development in service delivery.
  1. Any other duties commensurate with the post as directed by the Infrastructure Support Supervisor.

Planning and Organisation:
  • You will be responsible for undertaking various administrative duties as determined by the Infrastructure Support Supervisor and other Senior Managers within the Contracts and Asset Section in order to meet Section and Departmental objectives.
  • Produce reports on request and within agreed timescales, of performance against agreed targets and objectives, both on a routine and ad-hoc basis.
  • Provide effective administrative support to all staff to allow the best use of the contract performance monitoring systems to ensure that the default frameworks are properly implemented to ensure best value.
  • Ensure that all necessary works are actioned within agreed timescales using the appropriate technology.
  • Contribute to team-working within the Contracts and Asset Section and liaise with others to continuously improve cross-functional efficiency.

Decision Making and Use of Judgement:
  • Day-to-day decisions and judgements are made on time management issues and the clerical duties and responsibilities. Guidance is available from the Infrastructure Support Supervisor as and when required.
  • Ensure that all correspondence and information is passed to the appropriate individual within agreed timescales to enable the efficient delivery of the Contracts and Asset functional responsibilities and objectives.
  • The post holder must be able to respond to queries raised by third parties, respecting the various needs for confidentiality.
  • Participate in Section and Team decision making through membership of informal and formal groups, committees and project teams.
  • Actively contribute to the decision making as part of the Infrastructure team.

Essential Internal and External Relationships:
  • The post holder will deal professionally and confidentially with all levels within the organisation. There will also be direct contact with the Executive’s partners and other outside bodies at all levels.
  • Collaborative working with other members of the Contracts and Asset Section and other members of the Customer Services Department.
  • Timely and effective communication with members of the public and otherpersonnel, for example officers of local authorities, South Yorkshire Police and insurers. Regular liaison with contract suppliers is also required.

Knowledge, Skills, Behaviours and Experience Required:
Knowledge:
  • Knowledge of Windows based software applications – Essential
  • 2 GCSE’s (A to C) or equivalent including Maths and English, or equivalent level of professional attainment – Essential

Skills:
All requirements are essential unless stated otherwise
  • Computer literacy skills – Performs basic tasks in the operating system environment
  • Analytical and numeric skills – Collects and manipulates data
  • Administration skills – Users core systems
  • Good communication skills
  • Self- motivated
  • Good Organisational Skills

Behavioural Competencies:
All requirements are essential and unless stated otherwise in the Person Specification will be assessed at interview
Living our Values:
  • Customer & Stakeholder Driven – Responds positively to customer/stakeholder requests
  • Team Working – Cooperates; a good team player
  • Integrity & Respect – Behaves consistently within own stated values and beliefs
  • Achieving & Challenging –Committed to doing a good job
Delivering With & Through Others:
  • Flexible & Adaptable – Accepts need for flexibility and adaptability

Experience:
  • Previous experience in an administrative or clerical environment – Essential
  • Data inputting and word processing experience – Essential
  • Experience of handling telephone enquiries and complaints – Essential
  • Experience of dealing with contractors – Desirable

Post Holder: / Line Manager:
Agreed by: / Agreed by:
Date: / Date:
ACCEPTED AND REGISTERED IN HUMAN RESOURCES:
Agreed by:
Date:

SOUTH YORKSHIRE PASSENGER TRANSPORT EXECUTIVE

EMPLOYEE SPECIFICATION

POST TITLE:Infrastructure Admin Assistant

DEPARTMENT:Customer Services – Contract and Asset Section

Essential / Desirable / How Identified
Knowledge: / 2 GCSE’s (A to C) or equivalent including Maths and English, or equivalent level of professional attainment / Application form
Knowledge of Windows based software applications / Application form/ Task
Experience: / Previous experience in an administrative or clerical environment / Application form / Interview
Data inputting and word processing experience / Application form /Task
Experience of handling telephone enquiries and complaints / Interview
Experience of dealing with contractors / Application form / Interview
Skills: / Computer literacy skills – Performs basic tasks in the operating system environment / Application form / Interview / Task
Administration skills – Users core systems / Interview
Analytical and numeric skills – Collects and manipulates data / Interview
Good communication skills / Interview
Self- motivated / Interview
Good Organisational Skills / Interview / Task
Behaviours: / Living our Values:
Customer & Stakeholder Driven – Responds positively to customer/stakeholder requests / Application form / Interview
Team Working – Cooperates; a good team player / Interview

*Knowledge/Skills/Experience are aligned to the organisations Competency Framework