Purpose of the post
•Ensure that the people of Gwynedd are at the centre of everything we do.
•Deliver the administrative requirements of the Child Care Unit at Tŷ Cegin and set effective systems in place to ensure a quality administration.
Responsibility for functions
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Main duties
•Deliver the administrative requirements of the Child Care Unit and set effective systems in place to ensure a quality administration in accordance with the following requirements:-
•Arranging meetings, events and training and preparing agendas, collecting and distributing information, sending letters and reminders.
•Attending meetings and taking detailed and accurate minutes.
•Word processing such as letters and reports.
•Establishing and maintaining a paper and electronic filing system
•Answering the phone, recording messages and maintaining the diaries of the relevant staff
•Ordering resources, photocopying, collecting and distributing the post
•Raising, processing and tracking invoices and producing financial monitoring reports as required
•Keeping and recording petty cash
•Reception and room hiring at Tŷ Cegin and setting up the rooms as the clients' wish.
•Administrating grants by collecting applications, service level contracts, monitoring reports and processing payments.
•Arrange Training for the Early Years workforce.
•Work as part of a team to provide general administration in the Tŷ Cegin office and delegate for other members of the administrative team as required (which can sometimes mean working from other sites)
•Report on any issues to the Senior Administrative Assistant or the Senior Manager within the unit.
•Assisting with marketing all the Unit's work by ensuring regular publicity campaigns such as -
oRegularly updating the website, Facebook, Twitter, Gwynedd Ni/Teulu Môn.
oDisplay information on centre notice boards.
oProducing articles, statements and publicity materials
oArranging press advertisements.
oLook after Tŷ Cegin reception by responding to the enquiries of visitors who choose to call in and also responding to phone calls or e-mail and referring these on as necessary. Ensuring a high standard of Customer Care, taking and transferring messages clearly and concisely and treating visitors courteously at all times. Keep the reception tidy at all times.
oResponsibility for administrating the hiring of resources at the Tŷ Cegin site.
oEnsure there is consistency in the administrative support within the Service, by close cooperation with other Assistants and Senior Assistants in the unit.
•Responsible for self-development.
•Ensure compliance with workplace Health and Safety regulations in accordance with the responsibilities noted in the Health and Safety at Work etc. Act 1974 and the Council’s Health and Safety Policy.
•Operate within the Council’s equal opportunities and equality policies.
•Responsible for managing information in accordance with the Council’s information management standards and guidelines. Ensure that personal information is treated in accordance with Data Protection legislation.
•Commitment to reducing the Council’s carbon emissions in accordance with the Carbon Management Plan, and to encourage others to act positively towards reducing the Council’s Carbon Footprint.
•Undertake any other reasonable duty which corresponds to the salary level and responsibility level of the job.
•Responsible for reporting any concern or suspicion that a child or vulnerable adult is being abused.
Special circumstances
WORK CONDITIONS
Employment: Temporary contract until the end of March 2019.
Working Hours: 37 hours a week but requested to work on a flexible rota between 8am and 6pm. There will be a need to work unsociable hours occasionally.