Role Overview

The role requires someone who can work accurately and efficiently in a busy environment, communicate effectively with customers, applicants, and colleagues, and manage priorities. The successful candidate will learn planning and building control procedures, developing the knowledge, skills, and confidence to support administrative functions.

What you'll do at work

• Support Planning and Building Control services through a range of administrative tasks
• Assist with processing planning and building control applications and related documentation
• Maintain and update records, databases, and electronic filing systems
• Respond to customer enquiries by telephone, email, and in person
• Support preparation and distribution of correspondence and service information
• Learn and apply planning and building control procedures, policies, and legislation
• Develop the knowledge, skills, and experience required to provide an efficient and customer-focused service
• Work effectively with colleagues and stakeholders while managing and prioritising workloads
• Undertake such other duties and responsibilities which are appropriate to the grade of the post

Where you'll work

Civic Centre
Regent Street
Gateshead
Tyne and Wear
NE8 1HH

Training provider

GATESHEAD COUNCIL

Training course

Business administrator (level 3)

What you'll learn

• Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information, and produce data analysis where required.
• Produces accurate records and documents including: emails, letters, files, payments, reports, and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports, and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
• Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
• Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
• Demonstrates good communication skills, whether face-to-face, on the telephone, in writing, or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
• Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation, e.g., coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g., impact on clients, suppliers, other parts of the organisation). Manages resources, e.g., equipment or facilities. Organises meetings and events, takes minutes during meetings, and creates action logs as appropriate. Takes responsibility for logistics, e.g., travel and accommodation.
• Uses relevant project management principles and tools to scope, plan, monitor, and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.