Job Details
Job Title: ADMINISTRATIVE ASSISTANT Department: CENTRAL TICKET OFFICE
Reports To: MANAGER
Umbrella: £17.23 per hour
1 year contract
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All employees must ensure compliance with the Cumbria Constabulary Health and Safety Policy, and all other relevant statutory Health and Safety legislation This job profile has been written primarily for evaluation purposes and may not detail some less major duties allocated to the postholder, nor cover duties of a similar nature, commensurate with the grade, which may from time to time be reasonably required by the relevant manager. |
JOB PURPOSE
Provide general Admin support to all staff in the Central Ticket Office, including operation of electronic mailing system, producing all daily prints and dealing with large volumes of incoming post. To process transfer of ownerships to further enforcement, driver admissions and educational course requests
PRINCIPAL ACCOUNTABILITIES
- Open incoming post and record all correspondence on National Fixed Penalty System.
- Process all post through the scanner and Electronic Document Management System for appropriate decision by Deputy Manager and action from staff.
- Produce daily printing through the National Fixed Penalty System. Recording and checking all prints for future Court action.
- Responsible for dealing with all enquiries received into Central Ticket Office email address.
- Operate electronic mailing system for printing, scanning and preparation for posting.
- Responsible for preparation of payments for transfer to Fixed Penalty Office.
- Produce letters through National Fixed Penalty System and Microsoft Word.
- Responsibility for transferring vehicle owner details, checking hire agreements, checking PNC and cancelling foreign visitors.
- Processing driver admissions, checking #DL, photographic images, investigating any anomalies and requesting letters where appropriate.
- To deal with enquiries and queries from members of the public who may be irate, distressed or abusive.
- To deal with telephone enquiries from Police Officers, Magistrates Clerks and Fixed Penalty Offices.
- Assist/advise new members of staff regarding functions and procedures relating to the fixed penalty system.
- To be fully conversant with National Fixed Penalty System, Microsoft Word, Microsoft Outlook, Fixed Penalty Procedures and Force Policies to carry out daily routine and to enable problems to be identified and solved.
- Liaise with Police Officers, Police Staff and Fixed Penalty Office to resolve queries relating to fixed penalty issues.
- Carry out continuous monitoring of stocks of all stationary items, envelopes and re-order as necessary.
- Ensure that accurate computer and manual records are maintained and that information is released and amended in accordance with Force Policy and Data Protection requirements.
- Other duties commensurate with the grade of the post may be delegated.
DIMENSIONS
The postholder will assist in the processing of the 42,000 fixed penalties issued per annum resulting in approximate revenue of £1,824,000 and the processing or approximately 1,000 vehicle defect rectification scheme notices. There are no supervisory or budget responsibilities attached to this post.
KEY FEATURES
Framework and Boundaries
All work is governed by legislation various Road Traffic Acts, Data Protection Act 1998, Health & Safety, Computer Misuse Act 1990, Official Secrets Act 1989 and Force Information Security Policy, Home Office and Force guidelines, which can be complex and must be fully interpreted and applied.
Important Working Relationships
Internal – Operational Staff
– Police Support Staff
External – Fixed Penalty Office
- Members of the public
- Magistrates Courts
Major Challenges
The postholder will be responsible for the printing of all Notices of Intended Prosecution and all other daily prints within strict timescales. The postholder will be responsible for opening all incoming post and processing it through the scanner into the Electronic Data Management System. The postholder will be required to gain a broad knowledge of procedures and policies to enable daily routines to be carried out efficiently and effectively.
Knowledge, Skills and Experience
- English GCSE (A-C) or equivalent or demonstrable competence
- RSA ll or demonstrable competence
- Clerical experience
- IT Literate
- Ability to Prioritise, work under pressure and meet deadlines
- Experience in dealing with members of the public
- Able to deal with individuals in a tactful but appropriately assertive manner
If you think this job role is for you, please send your CV to rebeccabentum@carringtonblakerecruitment.com
