Norwich City Council
Parks and Allotments Administrative Assistant
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Parks and Open Spaces Team - Allotments Officer Secondment Opportunity
We have an exciting secondment opportunity to join the parks and open spaces team in assisting our allotments officer to manage 2200+ allotment tenants across 18 sites. The role will be responsible for delivering a wide range of administrative tasks and will be the first point of contact for the allotment service.
This secondment is for a provisional 12-month period to cover maternity leave, though it may conclude earlier depending on the officer's return.
If you have any questions, please email RichardGreen@Norwich.gov.uk
Job Description
To provide administrative support to the Allotments Officer and the Parks & Open Spaces team to assist with the day-to-day function of the service. As the first point of contact for the allotments service, the postholder will resolve customer enquiries, work alongside the Allotments Officer to offer vacant plots, manage waiting lists, and assist with annual invoicing.
The postholder will support and contribute to providing high-quality, safe, and accessible parks and allotments that promote social, environmental, and economic well-being, meeting the diverse needs and aspirations of the community now and in the future.
Responsibilities
- To provide administrative support for the Parks and open spaces team and allotment service.
- To respond appropriately to all types of enquiries, internal and external, by telephone, letter, email, or in person within the agreed time limits and service standards.
- To deliver excellent customer service to customers.
- To conduct face-to-face or telephone conversations as required.
- To deal with enquiries where possible at the first point of contact, and refer to either the Allotment Officer and/or the Parks and open spaces team where appropriate.
- To maintain and effect systems and procedures for the correct recording, accounting, and reporting for the allotment service.
- To manage the allotment waiting lists, responsible for offering plots and processing acceptances.
- To carry out site visits when necessary and raise work orders through property services relating to parks and open spaces and allotment assets.
- To work with the Parks and Open Spaces team to effect the implementation of changes/initiatives necessary to improve service delivery.
- To accurately take minutes for various meetings as and when required. To produce electronic copies of the minutes and submit for checking prior to issuing.
- The effective and efficient use of information systems such as the allotment database, GIS, Microsoft Outlook, Word, and Excel.
- To work with colleagues to contribute to the production of information relating to the allotment service and keep information provided to the public up to date.
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Skills Required
- Good interpersonal skills to relate effectively to, and gain the respect, trust, and confidence of officers, council members, and tenants.
- Good networking, partnership, and negotiating skills with the ability to influence others.
- Negotiate within a context of political sensitivity and conflicting interests.
- Manage time effectively and prioritise workload and work to deadlines.
- Work proactively as part of a team.
- Prepare clear and concise documents, reports, and briefs.
- Prepare, collate, analyse, and interpret information.
- Work using own initiative to formulate solutions and progress them through to completion.
- Use IT systems and a range of software efficiently and effectively.
- Demonstrate good customer service and inter-personal skills on the telephone and in person.
- Demonstrate effective written and verbal communication skills to assess and meet the needs of customers, colleagues, and managers.
- Ability to work independently when required.
- Full driving license.
Educational Requirements
- Good standard of general education.
- Dealing with enquiries and complaints from a diverse range of customers.
- Working in a customer-focused environment.
- Dealing with a diverse range of customers and agencies.
- Working as part of a team.
- Experience of inputting and retrieving data from computer systems and reporting statistical data.
Why work for us
Our council is full of people who have chosen to work in local government because they want to help others and make a difference to their lives or the environment in which local people live.
To find out more about working and living in Norwich Home | Work in Norwich.
The council has a long and proud history of being a council that is keen to push the boundaries of what a district can achieve, to find out more about what it is like to work in local government visit Working in local government - #LocalGov Careers - Youth Employment UK
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We offer our employees a competitive pay and benefits package. Whether you’re looking for a new career, promotion, flexible working opportunity to fit with your home life, or a sideways move – we have a variety of challenging employment opportunities for everybody.
Norwich City Council offers the opportunity to work with great people who are passionate about promoting Norwich and the services the council provides. We also offer good career prospects with competitive rates of pay, generous holidays, and working arrangements to suit all lifestyles.
Equal Opportunities Policy
The council is committed to a policy of equality opportunity in employment, in recruitment, and the services we provide. Applications are considered on the basis of their suitability for the post regardless of sex, gender reassignment, race, ethnic origin, disability, age, marital status, domestic responsibilities, sexual orientation, or religious affiliation. People with disabilities are guaranteed an interview provided they are suitably qualified and/or experienced.
Candidates will be considered for shortlisting on the factual information on their application form. Therefore, it is important to give as much detail as possible, including information about experience gained outside employment.
Benefits
We offer our employees a competitive pay and benefits package and are proud to have the Living Wage accreditation. Whether you’re looking for a new career, promotion, flexible working opportunity to fit with your home life, or a sideways move – we have a variety of challenging employment opportunities for everybody.
- All employees are eligible to join the Local Government Pension Scheme (LGPS).
- Paid holiday entitlement starts at 26 days per annum and increases with length of service to a maximum of 33 days per annum. This is pro rata for part-time employees.
- In addition to the statutory public holidays, we grant an additional statutory day leave at Christmas.
- Norwich City Council supports its employees through the provision of occupational health and employee assistance support.
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