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We're thrilled to be teaming up with SWISCo to recruit an Operations Service Support Coordinator for the Head of Service in the Parks and Street Cleansing, Green Infrastructure, and Neighbourhood Enforcements department. This role is key to driving the fantastic changes happening across the Bay.

We're looking for someone enthusiastic, ready to dive in, learn about the business, and contribute innovative ideas. In this role, you’ll be the backbone of the Head of Services and the Senior Management Team, ensuring smooth operations and the successful delivery of key service functions.

You'll play a crucial role in promoting cost-effective service delivery, using data to back up decisions. As a senior team member, you’ll foster strong relationships with external bodies and internal departments, setting a positive example and championing a strong Health and Safety culture. Being part of our 'One Team, One Goal' culture is a must. Ready to make an impact?

Role Overview: Key Expectations and Outcomes

Mailbox and Calendar Management:

Organise and manage team mailboxes and calendars, ensuring timely monitoring and action.

Provide secretarial/PA support to the Senior Management team, handling confidential information with care.

Confidential Administrative Support:

Provide discreet support to legal, governance, and compliance teams.

Ensure strict adherence to Data Protection laws and maintain customer confidentiality.

Monitoring and Reporting:

Oversee the work of contractors, partners, and consultants.

Promptly report any defects, hazards, or issues in service delivery.

Service Quality and Performance:

Ensure services meet or exceed both national and local performance standards.

Efficiently handle matters to align with Service Level Agreement standards.

Data Presentation and Research:

Present data using performance metrics, customer feedback, and regulatory inspection findings.

Assist with research to support software solution development.

Performance Data Management:

Collate and maintain up-to-date performance data on relevant systems.

On-site Support:

Attend on-site inspections as required, offering support as needed.

Communication Handling:

Manage team communications via email, letters, and phone, prioritising tasks for managers' attention.

Technical Administrative Support:

Assist in the production and development of maintenance and business plans for the service area.

Lead and ensure compliance with all administrative processes and procedures.

Documentation Preparation:

Prepare professional and confidential documents, including legal documents, agendas, minutes, statistics, presentations, and spreadsheets.

Training and Development:

Participate in all necessary training to enhance your knowledge and understanding.

Team Collaboration:

Work alongside other Technical Assistants across SWISCo service areas, providing cover and support as needed.

Innovative Solutions:

Offer polite, professional advice to colleagues, contributing to innovative solutions.

Customer Service:

Effectively handle complaints or enquiries, delivering excellent customer service.

Assess risks to the public and report concerns to senior managers as needed.

Campaign Promotion:

Promote SWISCo campaigns and engage with customers, residents, and visitors to resolve queries through various communication channels.

Person Specification - Essential Skills and Qualifications

* Communication: Strong verbal and written communication skills.

* IT Proficiency: Proficient in Microsoft Office, 365, and bespoke software.

* Teamwork: Ability to collaborate effectively across departments.

* Organisation: Exceptional prioritisation and time management skills.

* Adaptability: Capable of managing deadlines, conflicts, and shifting circumstances.

* Analytical Skills: Strong numerical and analytical abilities.

* Customer Focus: Committed to meeting and exceeding customer expectations.

* Equality and Inclusion: Promotes respect and challenges inappropriate behaviour.

* Responsibility: Takes ownership of work activities, behaviour, and personal development.

* Detail-Oriented: Strong organisational skills, accuracy, and attention to detail.

* Initiative: Ability to work independently and solve problems creatively.

* Confidentiality: Maintains confidentiality with utmost discretion.

* Health & Safety: General knowledge of workplace health and safety requirements.

* Legal Documentation: Experience in producing and formatting legal documents.

* Office Experience: Proven experience in a busy office environment, prioritising and meeting deadlines.

* Customer Service: Dedicated to delivering high standards of service and handling complaints effectively.

* Record Keeping: Accurate and methodical approach to record keeping.

* Service Delivery: Committed to providing high-quality service.

* Relationship Building: Skilled in fostering and maintaining working relationships.

* Education: NVQ4 or equivalent.

* Driving Licence: Full licence, able to travel around the Bay.

* Flexibility: Willingness to accommodate unsociable hours