Job Vacancies

Administration Assistant, Caerphilly

  • Location: Caerphilly
  • Salary: £11.18 per hour
  • Start date: To be confirmed
  • Job Type: Permanent
  • Sector: Administrative & Support
  • Posted:

Job Description

Administration Assistant

Ystrad Mynach

£11.18 p/h

Part-Time (22.5 p/w) Monday to Thursday 12.30pm-5pm / Friday 12pm-4.30pm

Job Purpose

To provide efficient and effective administration support to Catering Services. The main duties of the post are to assess and authorise applications for free school meals, collection of income due for goods and services provided, coordination of meals on wheels to include maintenance of the production system, inform schools of eligible and non-eligible pupils of free school meals, maintain free school meal database, produce and deliver management information, liaise with schools and milk contractor with regards to school milk delivery changes, problems, queries and invoices, assist in the production of marketing and promotional material for secondary schools.

Responsibilities

Collect income due and provide management information on income and debt.

Ensure the collection of income from units is paid into the organisation’s accounts in a timely fashion. This will also include cash reconciliation using relevant systems.

Investigate and resolve queries regarding the payment of invoices and where necessary liaise with other departments/organisations.

Assist in the preparation of regular profit and loss reports for the organisation.

Income assessment and authorisation of family entitlement to free school meals including notifying schools and parents, collation of data, corresponding with parents, schools, and other bodies, producing reports, reconciliation of income and collecting debts.

Processing and maintenance of the school milk returns data base and invoice system. Liaise with schools and milk contractor regarding delivery changes, problems and queries.

Control the organisation’s petty cash and till/vending floats.

Preparation of Management Information Reports – Supplier Complaints, Customer Comments, Missed Action Date Report, Outstanding Supplier Complaints Over 90 Days, Updating Training Database.

Carry out the calculation of stock values at regular intervals throughout the year.

Responsible for the procession of accident forms according to policies and procedures.

Provision of a Help Desk service and liaise with schools, which include training of clerks in the use of School Meals Electronic Registers.

Have a basic knowledge and understanding of the quality systems used within the organisation.

Update and maintain any manuals used by the organisation eg Workplace Practices Manual; this will include sending updates/amendments of documentation to the relevant units.

Maintenance of the Luncheon Club database and recharging of Luncheon Club payments.

Update and maintain bookwork and forms used by the organisation.

Marketing – assist in the promotion/development initiatives to increase meal intake.

Qualifications

Essential – 5 GCSEs Grades A*-C or equivalent Level 2 qualifications on the Credit and Qualifications Framework for Wales or Level 2 qualification on the Credit and Qualifications Framework for Wales. For example, Level 2 NVQ Customer Service.

Experience

General Clerical/Admin Work within an office-based environment.

Skills

Ability to communicate accurately and concisely with external suppliers/bodies, officers of the Council.

Ability to provide clerical/training support across a diverse range of functions.

Able to prioritise work and work accurately, paying attention to detail.

Use of Microsoft Office i.e. PowerPoint, Word etc.

Also, you need to be able to travel across the county, so a driving license would be an advantage.

New Directions Holding is acting as an Employment Agency in relation to this vacancy.

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