our ref
please ask for
direct dial
01473 432766
email
recruitment@ipswich.gov.uk
Grafton House
15-17 Russell Road
Ipswich Suffolk
IP1 2DE
Dear Applicant
www.ipswich.gov.uk
RE: Administration Co-Ordinator
Post Ref: 1453
Thank you for your interest in the above post. Please find enclosed in this application pack the following
documents:




Application Form and Guidance Notes
Job Description
Person Specification
Structure Chart
Application Form:
The application form plays a key part in our selection process. We use the information you provide to
shortlist for interview.
You are urged to ensure that all the information contained in your application is relevant and that you
demonstrate how you meet the criteria on the person specification. Please use the person specification
for guidance when filling in the application form.
References:
If successful at interview, Ipswich Borough Council will seek to obtain two employment references.
Wherever possible the name of your first referee must be from current employment/education and the
second from either current or former employment/education. If you cannot provide an “employment”
reference please contact the HR Team at Ipswich Borough Council for further assistance.
For your information, the salary for this post is: £16,433 - £17,215 per annum.
The closing date is 12noon on 23rd January 2015. Please send your completed application form to
Human Resources, 2nd Floor – West, Grafton House, 15-17 Russell Road, Ipswich, Suffolk, IP1 2DE or
email it to recruitment@ipswich.gov.uk.
If you have any recruitment queries, please do not hesitate to contact us on 01473 432766. Please
leave your name, number and brief details of your question and a member of the recruitment team will
call you back.
Updated April 2014
Ipswich Borough Council
Job Description: K97b
Administration Co-ordinator
Main Purpose of Job
To ensure the day to day running of IP-City Centre is efficient and effective, providing
a professional service to tenants and all other visitors to the site.
Main Duties
1. General reception and administration duties to include: post, photocopying, filing
etc.
2. Diary management - booking conferences and events.
3. To assist in the day to day activities of the centre administration.
4. Conference and event support.
5. Tenant support including administration, photocopying and faxing etc.
6. Switchboard management including virtual tenancy support.
7. Assist in compiling monthly statistical information.
8. Provide Centre Co-ordinator cover in times of absence.
9. All centre staff are expected to go on the call out rota which will be flexible to suit
centre needs.
Such variations as may be required from time to time without changing the general
character of the duties shown above or level of responsibility.
Updated April 2014
Job Title: Admin Co-Ordinator
Person Specification
ATTRIBUTES
Relevant
experience
Qualifications
and knowledge
Specialist
knowledge
Personal skills
ESSENTIAL
DESIRABLE
METHOD OF
ASSESSMENT
Previous experience of working Organisation of
in a customer focused
conferences/meetings/events
Application form
environment
Experience of general office
Reception duties
Interview
duties.
Knowledge of operating
serviced office accommodation.
NVQ level 2 in customer care or First Aid at work
business administration or
equivalent experience
Health & safety at work
Application form
Certificates
Good working knowledge of
MS applications
Competent user of IT systems
Good customer care skills.
Flexible approach. Excellent
organisational skills and ability
to prioritise own workloads &
deal with conflicting demands.
Ability to work as part of a
team.
Occasional out of hours working
to facilitate conference users.
Special working
conditions
Receive occasional out of hour’s
calls & act accordingly.
Working knowledge of:Application form
Mitel phone systems
Proaccess door security system Interview
Room Wizard conferencing
system.
Application form
Interview
Application form
Interview
Updated April 2014
Property Services
Updated April 2014
Ipswich Borough Council
Property Services
Property Services comprises a team of officers providing professional property management services
to the Council. The team actively manages the Council’s property portfolio, seeking to ensure that
properties are properly utilised and provide the best possible value for money for the Council. The
Operational Manager for the service is the principal strategic adviser to the Council on property
matters.
The Council has a diverse corporate property portfolio of over 800 properties comprising
approximately 450 operational properties and 380 non-operational properties. Property Services
manages a portfolio of residential properties let on commercial terms to Housing Associations, Care
providers and voluntary organisations. The Council also owns approximately 8,300 homes which are
managed by Housing Services. The property portfolios are valued generally on a five yearly cycle
however the investment, assets held for sale, surplus assets and council house portfolio are valued
annually. Property Services are also involved in housing Right to Buy and CPO cases.
Operational Properties
The Council’s operational properties are utilised in the delivery of Council services to the community of
Ipswich. Day to day management of these properties is the responsibility of operational service
managers whilst Property Services retains a strategic overview of these properties. The operational
portfolio comprises a variety of land and buildings ranging from amenity areas, parks and allotments to
museums, entertainment venues and sports centres.
Non-Operational Properties
Property Services manages a significant commercial portfolio comprising a variety of properties
including shops, small business units, community buildings, offices and sports grounds. These are
leased to various businesses and organisations in the town, mostly on a commercial basis although a
number are let to charitable or community organisations at concessionary rents where these
organisations contribute to the delivery of the Council’s aims and objectives. The leasing of these
assets makes a significant contribution of over £3 million per annum to the Council’s revenue budgets.
Acquisitions and Disposals
Property Services handles property acquisitions and disposals on behalf of the Council.
In respect of acquisitions, the Council has set aside a capital budget of £1.5m to take advantage of
opportunities to acquire assets that will enhance the Council’s property portfolio. Other acquisitions
including compulsory purchase where appropriate are dealt with by the team.
During the course of managing the Council’s property portfolio, properties can be identified as surplus
to requirements e.g. part of the Corn Exchange let to Waitrose and the 5 th Floor of Grafton House let
to SmartestEnergy. In addition opportunities sometimes arise, where it is in the Council’s interests, to
dispose of property in order to rationalise the portfolio. In both these cases, the Council raises capital
receipts from the disposals which are then reinvested in service delivery.
Updated April 2014