Temporary Harbour Assistant - Administrator

Job Description

To provide clerical support to staff engaged in the management of Tor Bay Harbour, Beach & Coastal Services. To undertake the full range of secretarial, word processing, financial and clerical duties involved in running a busy Office.1.1. Undertaking all typing and word processing of reports, correspondence and notices including audio typing.1.2. Maintaining and updating standard letters, files and reports etc.1.3. Dealing with correspondence and formulating replies as appropriate.1.4. Dealing with proper receipt and despatch of incoming and outgoing mail.1.5. Maintaining efficient and effective filing systems.1.6. Being responsible for the requisitioning and safe keeping of office stationery and stores ensuring that there is always a sufficient supply.1.7. Receiving cash at the counter and dealing with it in a responsible manner.1.8. Computer input and maintenance of customer and vessel details, including raising accounts and posting payments.1.9. Collecting money and completing waybills to account for cash received.1.10. Dealing with general written, telephone, VHF radio or personal enquiries, including invoice and account queries, in a prompt, informative and courteous manner in line with Council procedures.1.11. Dealing with requests and bookings for Harbour facilities and Beach & Coastal services, e.g. berthing, moorings, Beach Huts, etc.1.12. Assisting, with the preparation of harbour facility forms.1.13. Preparing monthly sickness/training returns for the Human Resources the head of Tor Bay Harbour.1.14. Being responsible for the administration of the Petty Cash Account and its preparation for processing by the Office Administrator.1.15. Promotion and administration of Maritime/Beach/ Events in conjunction with the Assistant Harbour Master.1.16. In consultation with the Office Administrator, assist in maintaining all harbour office systems and procedures with due regard to customer care and financial regulations in accordance with the requirements of the Council.1.17. Assisting in maintaining daily Harbour Logs and all other records pertaining to harbour administration and ensuring they are submitted appropriately to the parties concerned, as determined by the Harbour Masters and/or the Authority and/or Beach& Coastal Services.1.18. Allocating facilities in conjunction with the Harbour Master, Leisure and Beach Services Manager and the Assistant Harbour Master issuing facility forms, winter storage or mooring letters and ensuring each is entered and recorded on the computeraccordingly.1.19. Maintaining an updated waiting list for moorings, harbour facilities and beach huts, assisting with the maintenance of such lists.1.20. Assisting with the keeping of berthing records for vessels using piers and quays for repairs, maintenance etc.1.21. Assisting with the office equipment inventory procedures.1.22. Assisting with obtaining quotations and preparing information for purchase orders for any materials or services required as requested.1.23. Raising purchase orders, receiving goods and resolving queries on the Councils financial management system.1.24. Minute taking at relevant meetings.1.25. Assisting the staff engaged in the management of Tor Bay Harbour on ad hoc assignments/projects as and when directed.Provide administrative support to the Executive Head of Tor Bay Harbour Authority including booking appointments, arranging meetings etc.