Job Overview

Join our Regulation Team as an Assistant Technical Support Officer - Back Scanning 

As Assistant Technical Support Officer - Back Scanning, you will be part of a team responsible for digitalising historic planning records.  The role requires high levels of accuracy, process and attention to detail to ensure digitalised records comply with legal requirements to make planning records public and data protection legislation. You will review documents and plans and undertake scanning of documents that need to be retained and indexed for online viewing by the public. 

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 Purpose

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.
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.

Statutory Responsibilities

Active engagement, participation and compliance with any other statutory responsibilities applicable to the role, as amended from time to time.

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

Essential 

Business administration principles
Microsoft Office Suite
 

Technical Work Based Skills

Computer literate with ability to operate the Microsoft Office package
Ability to use technical business applications designed 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