Job Details
- Day to day manage the street trading accounts and monies of an annual budget of approx. £0.8m. Ensure the current information is accurate and ensure that new invoices are set up in accordance with current council directives. Ensure that payments are collected and correctly distributed to the relevant accounts. Support finance officers in delivering invoices and other adjustments within financial systems that previously were completed by financial account officers
- On a daily basis complete the cashiering of accounts in accordance with current procedures, dealing with card transactions, cheques and other forms of payments, accurately collating the information to ensure correct processing
- Process all requests and changes for isolated traders and other market requests in a timely fashion. Informing relevant managers of requests and issues
- The Administrator will facilitate a key holding system for the 60 storage units and approximately 140 bollards, as well as maintain records for in the floor supply units and all of their servicing. Maintain a budget of £0.2m from the licensing the rental of the units
- The Administrator will facilitate the licensing and training of street traders for the Notting Hill Carnival. The licensing of the event brings in excess of £0.25m and controls over 200+ trading sites. The process also provides for the monitoring of vehicles entering the carnival footprint, which is provided for the MPS to vet
For the event, a relevant database/records will be available to manage and monitor the street traders attending the event. A follow up will be completed to ensure that the event management is recorded accurately in preparation for the following year
- The Administrator is to support the Council’s role in responding to civil and council emergencies using skills/expertise of the post holder, and in accordance with council emergency procedures. To provide emergency contact details for the purposes of emergency and service continuity plans.
- Support Council initiatives and projects to ensure financial viability and innovation within the street trading environment. Continually cultivating best practice through working regional and national street trading bodies.
- Utilise the Council’s office-based and mobile IT services to improve the digital service for traders and visitors. Consider opportunities to make savings to the financial basis of the markets and storage units. Update the Council’s information on the website with reference to street trading.
10.The Administrators will be required to open and close the office in accordance to opening times and office hours. Each day they are expected to complete the daily allocation of temporary sites to traders.
11.The Administrator will be required to support the office by ensuring adequate supplies of necessary equipment and paperwork. This will utilise the need to contact internal and external suppliers.
12.The Administrator will be required to support the office by contacting the relevant maintenance departments for relevant work to be carried out. This may include the storage facilities, office facilities and also sites within the market or at isolated locations. In addition, it may also be to support work to be done on 3 toilet facilities within the footprint of the market area.
13.The Administrator will be required to carry out DSE assessments of colleagues, along with other health and safety support checks within the office environment and in other locations (storage units). Training will be provided as required.
14.The Administrator will be expected to monitor all street trader’s insurance and other personal details are kept current. This to be in line with current GDPR practices and regulations.
15.The Administrator will maintain the street trading email inbox responding and dealing with all requests in a timely fashion, as ruled by Corporate guidelines. This will include approval of goods, holidays, requests and complaints. Provide administrative support to the Street Trading Office including sending letters to street traders for arrears and other issues.
16.The Administrator will be expected to take minutes of team meetings. These will need to be presented electronically and distributed via email where possible.
17.Support production of the Street Trading Market Newsletter using publishing packages and in line with the Council’s publication criteria. Continually review and improve information sheets and web content provided to the public and traders
18.Renewal of street trading licenses (every 3 years), issuing new licenses, completing and advertising transfers, maintaining waiting lists for permanent sites, as well as temporary trader lists to ensure the balance of goods traded on the market across the week
19.Participate in Counter Terrorism exercises, responding to information requests and taking part in WRAP training. Undertake relevant health and safety training for the public facing side of the role, including conflict management training.
20.All staff are expected to carry out their job in compliance with the Councils Constitution. This means being familiar with the policies and procedures relevant to the job and asking for information and advice if you are unsure of the correct course of action. The Council’s Constitution is published on the Internet.
21.In the role of Duty Officer the officer is expected to liaise with senior management and relevant departments in resolving issues. Provide a debrief report of what took place on the days that were covered. The expectation is for the officer to remain on duty to cover the majority of the working day as the manager works.
The duties and responsibilities outlined in this job profile are indicative of the role; however they are not exhaustive and may be subject to change. In addition, you will be required to undertake other reasonable duties as directed by your manager.
Pay: £23.36 Umbrella
