Swyddi ar lein
Assistant Systems Administrator
£24,496 - £26,845 a year | Temporary (see job advertisement)
- Reference:
- 23-25487
- Job title:
- Assistant Systems Administrator
- Directorate:
- Corporate Support
- Service:
- Customer Contact and Registration
- Closing date:
- 17/10/2023 11:59
- Job type/Hours:
- Temporary (see job advertisement) | 37 Hour
- Salary:
- £24,496 - £26,845 a year
- Pay Scale:
- S1
- Location(s):
- Canolfan Cyswllt Cwsmer, Penrhyndeudraeth
Details
Job Advertisement
Gwynedd Council offers an attractive employment package, for more information please click on the Information Pack
Gwynedd Council operates internally through the medium of Welsh, and offers all its services bilingually. The applicant will be required to reach the linguistic level noted as one of the essential skills in the Person Specification.
We encourage everyone who applies for a job with Gwynedd Council to submit job applications in Welsh or bilingually. (Applications submitted in English only or Welsh only will always be treated equally, but we ask applicants to consider carefully what the linguistic requirements of the job in question is and if it would be more appropriate to submit an application in Welsh.)
This is a temporary post to be held for a period of one year
Interview date 26/10/2023
For further information about this post please contact Joanne Parry on (01286) 679654
Application forms and further details available from Support Service, Gwynedd Council, Council Offices, Caernarfon, LL55 1SH
Tel: 01286 679076
E-Mail: Swyddi@gwynedd.llyw.cymru
CLOSING DATE: 17/10/2023
If you are successful to be short listed for an interview you will be contacted by E-MAIL using the address provided on your application form. You need to ensure that you check your email regularly.
Person Specification
PERSONAL ATTRIBUTES
ESSENTIAL
Communication skills of the highest quality – oral and written
Energetic, enthusiastic, with commitment and perseverance
Able to use and interpret information correctly
Able to identify needs from the customer's perspective
Able to encourage collaboration and trust from colleagues
Able to work as part of a team and support and encourage colleagues
Possess good interpersonal skills
Able to adjust and accept changes
Pay attention to detail and committed to ensuring a service of the highest quality
Decisive, courteous, diplomatic, respectful and sympathetic
Flexible
Possess a good attendance and punctuality record
Able to learn from experience
Possess multi-tasking, timekeeping and prioritisation skills
Present a positive image to the customer
Able to solve problems
Possess a sense of humour
Immaculate appearance at all times
Able to work with internal and external stakeholders
Possess excellent interaction skills and the ability to form and maintain working relationships
DESIRABLE
-
QUALIFICATIONS AND RELEVANT TRAINING
ESSENTIAL
Strong educational background
DESIRABLE
Education to A Level
Supervising qualification or experience of supervising.
RELEVANT EXPERIENCE
ESSENTIAL
The experience and confidence of supervising and developing a team of staff effectively, including dealing with complex staffing matters.
DESIRABLE
Experience of providing customer care services
Experience of establishing and developing new services
Experience of working in the front line
Experience of providing clerical and administrative support
Experience of collecting, collating and managing information
Experience of dealing with customer enquiries
Experience of dealing with complex and sensitive complaints, conflict and enquiries
Knowledge and experience of working within a large multifunctional organisation.
Experience of inputting information in a computer and leading and supporting other staff.
Experience of providing a service that is customer-focussed
SKILLS AND SPECIALIST KNOWLEDGE
ESSENTIAL
Awareness of the opportunities that technology can offer to improve service provision
Computer literate
Numerate and literate
Able to suggest and support service improvements
Able to learn new and innovative working methods
Able to provide clear and concise advice and information
Able to respond to situations and enquiries quickly and demonstrate flexibility
Willing to take responsibility for the quality of the service on offer
Able and willing to work to agreed standards
A good listener
Able to use a computer while talking to a customer.
Able to use office systems, software packages for specific services, the intranet and the internet
Good keyboard skills
DESIRABLE
The ability to use any other relevant technology
Possess high quality administrative and organisational skills
The ability to extract information from a handbook and from computer systems.
Able to prioritise personal tasks and team tasks.
Able to respond to feedback from staff and customers in a constructive manner.
Able to deal with complaints effectively and improve the service's standards and targets.
Able to use information technology and telephones.
Able to work as an individual and as part of a team.
Able to develop creative and innovative ideas.
Have an understanding of equal opportunities principles.
Awareness of customers' different needs e.g. disability or language difficulties.
Able to promote and evaluate staff's training and development needs.
Able to focus on customer needs, and determine suitable solutions to ensure customer satisfaction.
Able to work under pressure, cope with difficult situations and implement and provide a professional service at all times.
Knowledge of how Local Authorities or any other large organisations operate
LANGUAGE REQUIREMENTS
ESSENTIAL
Listening and Speaking - Higher Level
Able to follow a conversation or discussion through the medium of Welsh and English on a professional level and discuss general day to day topics in the field in order to present information and express opinions. Able to give a pre-prepared presentation and respond to any comments and questions on it in Welsh or English.
Reading and Understanding - Higher Level
Able to understand standard written Welsh and English; both formal and informal. Able to gather information from various sources such as letters, reports, articles through the medium of Welsh and English in order to fulfil the post.
Writing - Foundation Level
Able to complete simple forms and compose a letter or short e-mail through the medium of Welsh and English by using a number of familiar phrases in order to convey a simple message.
Job Description
Purpose of Post
• Ensure that the people of Gwynedd are at the centre of everything we do.
• Assist the Systems Administrator in administrating systems that are used within the Customer Contact Service.
• Follow the System Owner's good practice guidelines to ensure that information about system users and applications for service are current and correct.
• Responsible for monitoring that Services who use our systems deal with applications timely and correctly.
• Collaborate with officers from other Services to ensure the database within Customer Care is current and accurate.
• Understand the needs of the People of Gwynedd to ensure that the team has a way of offering services that meets the customer's needs.
• Prepare system reports at the request of Team Leaders/Service Managers.
Responsibility for Resources. . e.g. staff, finance, equipment
• None
Main Duties .
• Responsibility for self-development
• Ensure compliance with Health and Safety regulations in the workplace in accordance with the responsibilities noted in the Health and Safety at Work Act 1974 and the Council’s Health and Safety Policy.
• Operate within the Council’s equal opportunities and equality policies.
• Be 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.
• Train staff by holding 1:1 training and ensure they are aware of any changes to work processes within the CRM.
• Create and adapt documents and guidelines relating to the CRM system / work processes.
• Collaborate with Managers and Officers from other Services in order to identify opportunities for improvement for the benefit of the residents of Gwynedd and assist to develop systems to be used across Customer Care.
• Be a contact point for enquiries from Customer Contact staff and the Council's other Services regarding work processes within the CRM systems.
• Run reports in the system to provide statistics for internal departments or for freedom of information requests.
• Manage, adapt and reset users' passwords for a number of Customer Contact systems and conform with GDPR rules when doing so.
• Ensure that any application for admission to the system is valid and that staff have attended the relevant training, and received the process owner's permission for access, before approving any application.
• Maintain and lead service user meetings, reporting any barriers to the Team Leader.
• Ensure that Customer Contact staff are aware of any work process or system availability change.
• Report any performance problems to the Team Leader/Service Manager, recommending relevant improvements/necessary training as required.
• Report on any standards problems / barriers for the Team Leader /Service Manager
• Administer systems that are used within Customer Contact and Registration.
• Work with officers from the Website Team / Council's Services and help to test and develop work processes within the system.
• Hold review meetings with Services following the presentation of new work processes.
• Monitor the accuracy of data kept within systems and highlight any issues or problems that may occur to the Team Leader or Manager.
• Have a full understanding of system owner responsibilities and operate according to these guidelines.
• Fulfil any other duties corresponding to the scale of the post.
Special Circumstances. . e.g. the need to work unsociable hours, special working arrangements, etc.
• The post holder will occasionally be required to attend evening meetings within and outside Gwynedd and act as part of a team that responds to emergencies.
