Proposed Position Description

Current Position:Office Assistant

Effective Date:

Salary:Pay is equivalent to Civil Service Grade 6

Reports to:The Parish Secretary

Organisation:The Parish of Grouville

Working Hours:8.30 to 4pm Monday to Friday. 1 hour for Lunch.

Annual Leave:22 days per year (pro rata)

General Information:This position is pensionable. The post holder will be required to work occasional evenings in the event of a Meeting or a Parish Assembly and all staff are required to work all day during an election.

Purpose of the position

To help provide a full administration service within the area defined by the boundary of the Parish of Grouville and assist with all other office administration to ensure the smooth running of the Parish Hall office.

Principal Accountabilities

  • To develop an understanding of the Parish Hall IT systems as the postholder will be the main contact for various agencies.
  • Ensure that the reception area in the Parish Office is kept presentable, all forms are stocked and enquiries dealt with in a prompt and efficient manner both face to face and over the phone.
  • To develop an understanding of the Freedom of Information (Jersey) Law and work as the first point of contact, answering basic enquiries and seeking advice for more complex enquiries.
  • Other general office duties, including processing of all written correspondence to the Parish Hall, dealing with outgoing mail, accurately type letters and filing of various documentation.
  • Process and maintain the various databases of all driving licence applications/ IDPs/ Dog Licences/ Firearms Certificates/ Sunday Trading Permits, monitoring expiry dates and sending out reminder letters and renewal applications, as well as notifying the Parish Secretary of any suspicious applications.
  • Maintain and update the Parish Website-
  • Answer queries, both in person and on the telephone, relating to the following areas:-

Refuse Collection Street Cleansing

Parks and Gardens Road Complaints

Parish Cemeteries Parish Property and Maintenance

Public Toilets Licensing (Driving/Dogs/Firearms/Sunday Trading)

Technical and Environmental Branchage

Recycling and Waste Management

  • To accurately record the Minutes of Parish Meetings in the absence of the Parish Secretary. These include Parish Assemblies, Ecclesiastical Assemblies, Roads Committee Meetings, Procurers Meetings and any other ad hoc meetings as required. This will require the post holder to work evenings.

Candidate Profile

  • Educational background to GCSE level or equivalent.
  • Excellent IT awareness and proficient in the use of MS Office, particularly Outlook, Word and Excel. The postholder will be expected to develop the skills and knowledge to operate all of the Parish systems.
  • Excellent written and verbal communication skills
  • Ability to deal with large volumes of documentation
  • Ability to record meeting Minutes
  • Methodical, attentive to detail and accurate
  • Ability to build and maintain relationships and communicate.
  • Must have access to a car as candidate may be required to carry out banking and other tasks.