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Administration and Community Services
The Administration and Community Services Department of Castlereagh Borough Council is headed by Mrs Joan McCoy, the Director of Administration and Community Services.
The core activities of the Administration and Community Services Department are as follows:
1. Administration, Member's Services & Civic Services
2. Registration of Births, Deaths and Marriages
3. Community and Culture
4. Human Resources
Administration
The Administration section is responsible for providing vital support and services to the Council, thereby ensuring the operations of the Council run efficiently and effectively.
The Department is headed by the Director of Administration and Community Services, Mrs Joan McCoy, and is managed on a daily basis by a sectional Manager, Mrs Edel Patterson.
The departmental objectives are:-
- To Manage the Council's Administrative & Civic Building and co-ordinate associated services such as security, caretaking and cleaning.
- To Actively promote the profile of the Council in all its Civic & Ceremonial activities.
- To manage and administer the Council's Insurance Portfolio
- To develop and maintain the Council's property portfolio, including acquisitions, contracts, agreements, lettings and custody of legal documents.
- To actively promote the Council and the Office of the Mayor in all it's Civic, Mayoral and Ceremonial activities.
- To provide a comprehensive support service to Council members and all Council Committees and working groups.
- To provide an efficient and effective Reception service to both the ratepayer and other Council departments.
- To put out to tender, annual tenders for entire council services and administer same.
- To meet all fiscal policies and audit requirements.
MAIN AREAS OF WORK
Civic Services
The Civic Services Section actively promotes the profile of the Council through a programme of Civic and Ceremonial activities, including:-
- Armistice Day Service
- Christmas Tree Lighting
- Various Fund Raising Charity Events
- Freedom of the Borough Ceremonies - Awarding the Freedom of the Borough to an Organisation or Individual is the highest honour which a Borough Council can bestow.
Since its establishment in 1973 Castlereagh Borough Council has only awarded this honour on eleven occasions:-
- 1984 - The Ulster Defence Regiment
- 1992 - The Ulster Special Constabulary Association
- 1994 - The Regimental Association of the Ulster Defence Regiment
- 1995 - The Royal Irish Regiment
- 1996 - The Royal British Legion
- 1998 - 204 (North Irish) Field Hospital Royal Army Medical Corps (Volunteers)
- 2000 - The Royal Ulster Constabulary GC
- 2002 - Dr George Best
- 2003 - Alderman Peter D Robinson MP MLA
- 2004 - Northern Ireland Prison Service
- 2008 - Northern Ireland Housing Executive
The section was also responsible, in conjunction with other agencies, for the funeral service for its Freeman Dr George Best in 2005.
Insurance Services
The Administration Section is responsible for managing the Council's portfolio of Insurance requirements and the handling of all claims.
Legal Services
The Administration Section is responsible for the Council's Legal and property portfolios, including acquisitions, contracts, agreements, land issues, lettings and custody of legal documents.
Mayor's Office
The Mayor's Office actively promotes the Council and the Office of the Mayor in all its Civic, Mayoral and Ceremonial activities. The Mayoral Support Officer is responsible for managing the diary requirements for the Mayor and Deputy Mayor and includes the organisation of charity events for the Mayor's nominated Charity, official visits and mayoral receptions.
Any enquiries regarding the activities of this office should be directed to The Mayoral Support Officer.
Members' Services
The Members' Services Section provides a comprehensive support service to Council Members and all Council Committees and Working Groups. The section organises and services the Council and Committee meetings. This includes the preparation and dissemination of agendas, minutes and reports to the elected members and Council Officers.
It is also responsible for the organisation of the attendance of Members at conferences, processing travel arrangements on behalf of members and allocating and issuing of mobile phones.
Support Services
The Administration Support Services within the Council includes the provision of a number of support services for the Council's civic offices. These include: -
Reception - The Council's two full-time Receptionists are the first port of call for customers accessing the Council Offices. There objective is to provide an efficient and effective Reception service to both the ratepayer and other Council Departments. They are also responsible for dealing with all the Council's postal requirements.
Council Office Support Services and Security - The Support Services and Security Section is responsible for the Council's Administrative & Civic Building security requirements and co-ordinate associated services such as security, caretaking and cleaning.
Procurement (Tenders)
The Administration Section is responsible for the administration of the Council's annual tenders and oversees the advertising and returns process.
Risk Management
It is the responsibility of the Section Manager to effectively manage risk by way of compilation and regular review of a Risk Management Register for Administration, Members' Services, Support Services and Mayor's Office to the Council throughout the period 01 April 2008 to 31 March 2009.
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