Gravesham Borough Council is a local authority in Kent that provides a range of important public services to Gravesham’s residents, visitors and businesses.
As one of the council’s shared services, the Licensing Team provide the administrative and regulatory licensing functions for both Gravesham Borough Council and Medway Council, making this an especially interesting opportunity.
Travel Information: The Civic Centre is based in Gravesend town centre with Gravesend Train Station and a bus hub a few minutes’ walk away.
Description of vacancy
The successful candidate will learn skills in operational business administration, whilst providing direct support to the Licensing Team in relation to the efficient and effective delivery of council services.
The role will predominantly include administrative duties to assist with the teams’ varied statutory functions in relation to a range of licensing regimes, including alcohol, gambling and taxi licensing.
Working as a valued member of the Licensing Team, you will be expected to provide an excellent level of operational support, including by logging and processing applications, dealing with telephone enquiries from customers and others, handling internal and external written correspondence, performing financial processes, and recording and analysing data.
Whilst most of the work will be desk-based, there will also be opportunities to carry out visits, inspections, and other work outside of the office, and to learn about the compliance and enforcement work associated with local authority licensing functions.
To work as part of the Licensing Team providing an excellent level of operational support.
To meet all learning commitments of the Apprenticeship as directed by management, the Apprenticeships Manager or the learning/training provider.
To carry out administrative duties to assist with the teams functions, including:
- Recording, processing, responding to and otherwise dealing with applications, complaints, enquiries, information requests or other requests for service in a timely, accurate and business-like manner, in accordance with relevant procedures, policy, guidance and legislation, etc. as may be required.
- Dealing with telephone enquiries
- Responding to emails and other internal and external correspondence.
- Other statutory, operational and administrative technical duties.
- Ensuring that appropriate records, databases, case management systems and registers are developed and accurately updated/maintained.
- Collation and generation of data and statistics, and completion of statutory returns, FOI requests, etc. relating to the work of the department.
- Carrying out financial functions and processes, for example, collating financial and statistical information, handling of purchase orders and invoices as required and in accordance with authorisation levels, and fee recovery action.
- Supporting the development and implementation of policies and procedures relevant to the council’s licensing functions.
- Designing, producing and circulating guidance and other educational/promotional information and material
- Assisting in the production of accurate monthly reports and documents including sending out email reminders and following up on non-compliance.
- Providing administrative support for Team meetings, e.g. minute taking, setting of/sharing agendas, circulation of documents, etc.
- To help ensure applicants and licence holders meet standards set out in local policy, guidance and legislation.
- Ensuring data quality and integrity is maintained and that data is processed in accordance with council policies, General Data Protection Regulation, Data Protection Act 2018 and other legislation.
- Assisting with taxi and private hire driver knowledge tests, and any similar testing or training associated with licence applications, policy requirements, etc.
- Carrying out basic routine checks (e.g. notice checks) associated with applications and consultations, etc. and as appropriate.
- Keeping abreast of, and supporting the implementation of, technical and legislative developments, and providing advice, information and guidance.
- To build and maintain effective working positive relationships within the team and across the organisation.
- Liaising and working in partnership with other council sections and teams, external agencies, trades, and any other relevant bodies in respect of licensing functions and other projects where their knowledge and experience will be of relevance and to ensure that all areas of work are satisfactorily progressed
- Meeting relevant targets and performance standards relevant to the assigned duties in order to achieve high standards of service delivery.
- Attending and contributing to training, courses, meetings and seminars as required.
- Covering for other colleagues and carrying out other work within the team as appropriate to assist with personal development and ensure continuity of service in a positive and cohesive manner.
- Carrying out public awareness raising and consultation exercises in respect of council initiatives and policies.
- To use multiple IT packages and systems relevant to the service.
£4.81 per hour.
Increasing to National Minimum Wage on completion of 1 years service.
£177.97 per week
Monday – Friday
(We can be flexible on start and finish times)
Total – 37 hours a week
20% paid time during working hours is given to complete training, referred to as “Off the Job Training”
- Good, proven standard of spoken and written English and ability to record and report information accurately and concisely.
- Strong, proven communication skills.
- Strong computer and keyboard skills, with a good working knowledge of Microsoft Word, Excel and Outlook.
- Good organisational and time management skills, with the ability to manage own workload and work to deadlines.
- Experience of dealing with customers in a courteous and helpful manner.
- A positive, can-do, attitude
- Ability to work on own initiative with minimal supervision
- Understands the process of team working and the part they play
- Ability to remain calm and work under pressure when dealing with difficult customers or situations
GCSE Grade 9 - 4 (or A - C) in English and Maths. Or equivalent qualifications in these subjects.
On the job training with the employer whilst working towards the Apprenticeship Standard – Business administrators have a highly transferable set of knowledge, skills and behaviours that can be applied in all sectors. This includes small and large businesses alike, from the public sector, private sector and charitable sector. The role may involve working independently or as part of a team and will involve developing, implementing, maintaining and improving administrative services. Business administrators develop key skills and behaviours to support their own progression towards management responsibilities. Regular work-based assessments/observations carried out by Kent Training & Apprenticeships Tutor Assessor, to determine competency and meet with Awarding Body standards