Mobility Services Officer

Role Responsibility

Key Activities:

1. To check and validate completed application forms.
2. To consider applications for permits in line with criteria for approval
3. To issue renew or replace permits and associated information for persons whose application has been approved in accordance with issue criteria.
4. Input data from permit application forms onto a database.
5. To return invalid or incomplete application forms requesting further information.
6. To answer all telephone, e-mail and written enquiries from applicants, the Boroughs, members of the public in accordance with London Councils procedures. Handling all such enquiries in a sensitive manner.
7. To deal with complaints in accordance with London Councils procedures.
8. To update and amend scheme records as required, notifying the Senior Permit Issue Officer of any discrepancies that may arise. 
9. To promptly answer the telephones and when necessary be the first point of contact for all enquiries on permits and applications for permits within the team
10. To ensure that all controlled items are handled in accordance with London Councils procedures.

General Duties

1. To ensure confidentiality in dealing with scheme matters paying particular attention to the personnel data held on files relating to individual application and scheme financial details.
2. To open and distribute mail as required.
3. To offer advice to permit applicants and guidance on the use of the permit.
4. To make best use of London Councils business systems and report technical difficulties as necessary.
5. Contribute to, support and comply with London Councils’ equality and quality standards, and implement those standards within the areas of responsibility of the post.
6. Build and maintain effective working relationships with colleagues, customers and partner organisations and contribute to joint project working with them.
7. To take care at all times to uphold health and safety at work for self and others. To observe London Councils Health and Safety policy and related procedures at all times.
8. To carry out administrative duties including mailing, document processing, photocopying, record maintenance and similar tasks.
9. To take forward complaints under the direction of colleagues. 
10. To carry out such duties within the context of those listed above as may be directed by the London Councils management.
11. London Councils is committed to, and champions, equality and diversity in all aspects of policy and employment.  All employees are expected to understand and promote equality and diversity within their work

Note

This job description may be subject to review in the light of changing circumstances. It is not intended to be rigid or inflexible but should be regarded as providing guidelines within which the postholder works. Other duties appropriate to the grade may be assigned from time to time.

The Ideal Candidate

Listed below are the requirements needed to undertake this job. These will form a key part of the selection process. In addition, all jobs with London Councils require satisfactory work performance and good attendance record, together with good standards of conduct and personal behaviour. Evidence of these will be sought as part of the selection process.

Knowledge

1. A basic understanding of the organisation’s purpose and aims, and how these can be supported and achieved.
2. Good understanding of the importance of customer care.
3. Good understanding of how to maintain efficient administrative and information systems

Skills & Ability

1. Good general administrative skills.
2. Good oral, written and interpersonal skills.
3. Good skills in using Microsoft Office applications including Outlook, Word, Excel and PowerPoint. 
4. Good organisational skills, to be able to manage a heavy workload, the ability to work on own initiative and prioritise between conflicting demands to contribute to an efficient office environment.
5. Effective written communication skills and ability to update systems with relevant information, which is clear, concise and easy to understand.
6. Able to build and form working relationships and work flexibly, across professional and operational boundaries.
7. Able to work independently and show initiative.
8. Able to maintain confidentiality in dealing with a variety of sensitive issues.
9. Ability to process and produce numerical information.
10. Able to demonstrate knowledge and commitment to equal opportunities

Personal Characteristics

1. A good team player, comfortable with working in small teams and with a commitment to working in partnership with colleagues within the division and London Councils as a whole.
2. Excellent attention to detail and commitment to producing high quality work.
3. Highly motivated, enthusiastic with a “can do” mind-set.

Employees have a duty to behave in a way that reflects well on London Councils, working at all times within the law and according to London Councils policies, procedures and regulations, including the Data Protection Act 2018.

Package Description

Job Grade:                         Band A                                 

Responsible to:                 Mobility Services Manager

Responsible for:                N/A

This role operates within a supportive, team-oriented environment at London Councils. Flexibility for occasional evening or out-of-hours work is expected, along with travel within the UK when required.

If you have any queries, please contact Stacy Rands, Mobility Services Manager – stacy.rands@londoncouncils.gov.uk  020 7934 9828

Please be advised that this role will close at 23:59 pm on Thursday, 7th November 2024. 

About the Company

London Councils is the collective of local government in London. We work in collaboration to deliver shared ambitions for London and Londoners, which are agreed, cross-party, at our Leaders' Committee. We run a number of services on behalf of our members, providing opportunities for all residents. They include the Freedom Pass, Taxicard, Health Emergency Badge and grants programme for voluntary sector organisations.

London Councils has over 160 employees working in local government policy roles or providing services to London residents as outlined above.