Job Overview

There is a vacancy within the busy team in the Vehicle Registration Office at Driver & Vehicle Standards (DVS), La Collette. The role primarily involves customer service and administration of a variety of vehicle registration duties to support DVS with vehicle compliance across the Island. Training will be provided.

Job Purpose

Assisting in the provision of comprehensive and professional day-to-day technical, financial, and procedural support to the business ensuring that the operational activities of the section are performed timely, accurately, and effectively in accordance with legal and financial requirements and Government policies and procedures. 

Planning and organising own workload to ensure successful completion of a varied range of tasks and routine activities, working within established procedures and receiving regular supervision. 

Job Specific Outcomes 1 of 2

Efficiently record both qualitative and quantitative information to a high degree of accuracy using Microsoft Office applications, ensuring adequate records are maintained for reporting purposes and conducting analyses based on standard and advanced Microsoft Office functions to identify trends; monitor specialised data recording software as relevant to the activities of the section, generating reports when required. 

Assist with the monitoring of business targets / deadlines for the section, i.e. meeting action points and project timeframes, ensuring that adequate action is taken and the relevant stakeholders are notified in order to support timely business delivery. 

Maintaining a central filing system, handling of information, including licensing and compliance requirements as relevant to the section and being responsible for the cataloguing and copying or scanning of technical documents, such as reports, public applications and / or technical drawings for archiving purposes. 

Receive and acknowledge customer enquiries and requests, supporting the service function in the provision of a professional and courteous service to customers. 

Assist in the provision of specialist procurement services by procuring assets as applicable to the activities of the section and /or raising invoices and recording payments, ensuring that the Government procedures on purchasing goods and services are adhered to; assist in the administration of internal and external service providers, including raising control of work orders to support effective monitoring of service delivery.

Job Specific Outcomes 2 of 2

Prepare documentation following established templates and run straight forward reports, collating and rationalising technical information as relevant to the activities of the section to support the monitoring of business delivery schemes and inform the design and implementation of improvement strategies. 

Enhance the synergy within the team and between the section and other Government departments by ensuring that routine work carried out by the section receives the necessary levels of agreement and / or results and outcomes are communicated to relevant stakeholders, promoting collaboration and cooperative working through out Government. 

Encourage the use of new and revised work processes across the section, monitoring progress and reporting on the effectiveness of such improvement initiatives to Management. 

Provide a comprehensive and confidential administrative service, including diary, mailboxes and correspondence management, booking meetings, preparing meeting agendas, supporting documentation and recording accurate minutes and/or using travel booking processes as required to support the effective running of the function. 

Organise and assist with the collation of materials for public presentations, media engagement and stakeholder workshops, events and trade shows, contributing to the successful delivery of business activities that are linked to the deployment of planned departmental strategy.

Qualifications

A minimum of 5 GCSE's, including English and Mathematics or an equivalent level of competency gained through experience in a similar role 

Knowledge

Business administration principles 

Microsoft Office Suite 

Legislation as it relates to the activities of the  section, including Health and Safety legislation 

Business performance metrics 

Technical Work Based Skills

Computer literate with ability to operate the Microsoft Office package 

Ability to use technical business applications to capture and store technical data as relevant to the specific service and industry 

Ability to extract, collate and interpret technical data 

Numerical skill

General skills / attributes

Analytical and problem-solving skills 

Strong relationship building skills 

Ability to prioritise work and meet deadlines 

Work independently, using own initiative 

Ability to produce written materials (e.g. letters, reports, meeting minutes)

Experience

Experience of working in a business support position or equivalent knowledge 

Experience or knowledge of developing and producing accurate and well-presented written and electronic reports, records and documents from a range of databases and systems. 

Experience of providing management information in both statistical and written form 

Experience of managing own workload effectively, applying independent judgement

Personal Attributes

Appointees to this role will be required to adhere to and perform their duties in line with the standards identified in the Government of Jersey tier 6 core accountabilities, attributes, and behaviour indicators.