Commercial Administrator 12 Month Fixed Term Contract job in Trimley at Trinity House

Commercial Administrator (12 month fixed term contract)

Company: Trinity House

Location: Harwich UK

Date Posted:Apr 12, 2018

TRINITY HOUSE  JOB DESCRIPTION Job Title:Commercial AdministratorReporting to:Commercial Team LeaderPost No:4130, 4136Directorate:Operations Location:HarwichPURPOSE OF JOBTo provide office based support to the CommercialTeam; to liaise with customers and passengers to fulfill their requirements; to process sales-out-of-service.MAIN ACTIVITIES AND RESPONSIBILITIES 1.                 Office Support Services  Provides general administrative support to Commercial Manager and Commercial Team Leader;Undertakes activities in accordance with the Competency Framework (see Attachment A);Undertakes duties using the office administration systems, both electronic and paper;Adheres to stated policies and procedures relating to health, safety, and environmental and quality management. 2General Contribution to ProjectsContributes to departmental and other organisational projects as requested, and in accordance with Competency set.SCOPEMember of the Commercial Team, reporting directly to the Commercial Team Leader with functional accountability to all members of the Commercial Team;Supports a wide range of Commercial activities; Contact/liaison with:TH Managers and staff at all levels and locationsGeneral public by telephoneTH Customers, passengers and visitorsVisitors to exhibitions and seminarsTH business partners e.g. Visitor Centre operatorsUndertakes duties of a comparable level of responsibility within or outside of the Department as required to manage workload peaks;Interact with Directors, Managers and staff at all levels and locations.  Technical SkillsThese will form a key part of your Technical Skills within the Performance Management process      A levels or equivalent;     Excellent administrative skills;     Excellent IT Skills (Word, Excel, PowerPoint, HTML publishing);     Excellent all round communication skills, with an excellent telephone manner;     Good organisational skills;     Good numerical skills including financial and budgetary skills;     Experience taking minutes/notes of meetings;     High level attention to detail.BEHAVIOURAL SKILLS 1Planning and OrganisingLevel A 2Judgement & Decision MakingLevel B 3Interpersonal & CommunicationLevel B 4Team Working and Co-operationLevel B 5ProfessionalismLevel B 6Creativity and FlexibilityLevel A   125234v9 1 Annex ACompetencySkill Set and Necessary Additional Qualifications/ExperienceLevel “A”General  Administration and Communication Deals with general telephone enquiries, referring to the appropriate staff member when necessary;Dispatches departmental literature on request;Assists in the preparation of literature including proof reading;Provision of general support to the management of TH Lighthouse Visitor Centres;Notifies staff of availability of Lighthouse Holiday CottagesReceives and processes orders for TH merchandise;Maintains an inventory of TH merchandise, identifying re-ordering points as necessary;Ensures adequate supplies of Departmental literature re-ordering as necessary;Maintains departmental records including scanning, indexing and filing departmental documentation as appropriate;Maintains section diary and where necessary arranges accommodation and travel;Assists with the manning of TH exhibition stands;Assists with the preparation for TH representation at exhibitions, seminars, etc;Prepares information packs for dissemination as appropriate;Good communication skills in dealing with personnel at all levels including those external to the Service;General administrative duties for the Section.Level “B” Includes competencies in Level “A”Receives, processes and manages reservations for Patricia Voyages, liaising with Wildwings as necessary and issuing joining instructions;Arranges group visits to TH Lighthouse Visitor Centres including liaison with local managers and preparation and completion of the necessary indemnities;Maintains/updates departmental documents in Desksite and Worksite;Places advertising with magazines, journals, etc;Distributes customer satisfaction surveys, records and analyses results and drafts reports;Updates the TH website from time to time;Advertises the disposal of goods out of the Service as necessary;Supports the preparation of tenders and quotations and the development of contracts including, from time-to-time, supporting negotiation meetings;Where necessary, liaises with other TH Departments to facilitate the progression of contracts;Raises requisitions;Takes minutes/notes of meetings and distributes as appropriate; Level “C” Includes competencies in Levels “A” and “B”Determines and makes recommendations on the most appropriate method for disposal of goods out-of-Service;Liaises with Finance, Procurement, Legal and other Departments as necessary to facilitate disposals;Ensures payments for goods sold are received and processed in accordance with Finance Department requirements;Operates the TH Amenity Dwelling system including advertising, allocation and processing of payments, liaising with other TH Departments as necessary;Receives, processes and manages bookings for weddings at TH properties in accordance with the agreed procedure;Operates and maintains the Customer feedback system, including operation of a pro-active reporting system for contractual work, providing management reports as necessary; follows up on customer comments and complaints with a view to reconciling the issues;Liaises with THV Patricia and the OPC to plan the annual passenger season and to facilitate the efficient embarkation/disembarkation of Patricia Voyage passengers;Arranges the post-season review of Patricia Voyages and follows up any agreed actions;In liaison with the Catering Contractor ensures catering arrangements for Patricia Voyages operate efficiently and effectively;Investigates companies to facilitate leaflet distribution;Investigates companies for the production and distribution of TH merchandise;Receives and processes income from TH Visitor Centres, where necessary ensuring that income is received; prepares management reports as necessary;Undertakes the routine, day-to-day elements of the letting of the Lighthouse Holiday CottagesUndertakes the end of month procedure for the Lighthouse Holiday CottagesServe as an internal auditor to the Service’s management systems as required;Attendance at at least two from the following list of CIM training courses:-Fundamentals of Marketing- Fundamentals of Market Research- Foundations of Relationship MarketingLevel “D” Includes competencies in Levels “A”, “B” and “C” Professional Certificate in Management, or equivalent.   125234v9 1  View full job description
JobCentre Plus 1 year ago
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