Purpose of the post
•To assist in managing the day-to-day delivery of the Welsh Governments Public Facing Traffic Wales Communication Service in line with the requirements of Welsh government.
•To assist in developing operating procedures and protocols to support the operation of the service.
•To provide administrative support services to NMWTRA
Responsibility for functions
•Responsible for 3Communication Coordinator Staff within the Traffic Wales Communications Service.
•Responsible for managing the rotas and workload of the 3 Traffic Wales Communication Coordinator staff to provide a 7am to 7pm and out of hour’s service during significant events.
•To assist in monitoring the quality and delivery by Control Room operators for the Traffic Wales Service between 7pm and 7am and during weekend and Bank Holiday periods.
•Act as the Local Facilities Manager in line with WG requirements for the North Wales TMC Building.
•Building security between hrs of 7:00am to 7:00pm
Main duties
Traffic Wales Role
Traffic Wales is the Welsh Government's traffic information service, which the Agent has been tasked with delivering on an all Wales basis. Traffic Wales is the public link to the Welsh Government's Traffic Management Centres in Conwy (North Wales) and Coryton (South Wales). WG are seeking to improve the service by expanding information dissemination methods in order to have a significant positive impact on the effective management of the road network.
The responsibilities of the role include:
•Direct line management responsibility of three Traffic Wales Communication Co-ordinators.
•To assist in organising staff rotas to ensure the WG operational requirements are achieved.
•To assist in developing operating procedures, protocols and the traffic wales website and system.
•To assist in developing communication channels in order to capture information that is relevant to trunk road operations in Wales.
•To capture traffic and network related information from multiple sources including service providers, NMWTRA Operational and Streetworks staff, Welsh Government and private sector organisations e.g. Google, Tom Tom and Roadworks.org
•To manage the dissemination of relevant information by the communications team to the travelling public through the use of the traffic wales website and various social media applications such as Twitter and Facebook;
•messages should be concise, legible and consist of factual information of no more than 140 characters
•all published information must be provided bilingually;
•Suitable (vetted) Photographs or CCTV images of events affecting the network e.g. images that convey a scenario or incident context;
•the highway is the main focus of the image but showing the activities of emergency services or NMWTRA to convey a positive response;
•programmed or emergency roadworks that require lane or carriageway closures;
•public interest events e.g. eisteddfodau;
•descriptions of maintenance activities e.g. tunnel maintenance closures;
•activities undertaken by NMWTRA e.g. the Traffic Officer Service or Street lighting maintenance;
•general interest photos of the network
•To respond to travelling public enquiries and complaints through social media, telephone or email.
•To provide the communications link between the Traffic Management Centres in Coryton and Conwy.
Delivering the Traffic Wales Service
Activities will include:
•Acting as the initial point of contact for the Service in both Welsh and English languages
•Professionally responding to queries from members of the public and other stakeholders to this service (which is a dedicated '0300' telephone number), as well as via email, to provide a broad range of responses including: network status, roadwork advice, route advice and destination information
•Responding to all emails received
•Liaise with the relevant Police Authorities
•Liaise with North and South Wales control room operators and network management staff and Log all enquiries and responses within the Welsh Government Public Enquiries Management database
Facilities Management Duties:
Activities will include:
•Managing building security including greeting visitors, issuing security passes, site inductions.
•Maintenance of the office facilities in accordance with Welsh Government requirements.
•Maintenance of the office administration systems
•Directing incoming enquiries to the most appropriate personnel in NMWTRA
•Liaising with the Welsh Govt. in order to arrange service visits by the TMC property maintenance contractors
•Arranging access for TMC property maintenance contractors and other third parties who may attend the TMC for the maintenance of the building and its services
•Managing the maintenance and upkeep of office furnishings within the TMC including the services of a cleaner
•Ensuring the conference rooms are kept serviceable and are set up on time with facilities as requested by  
the client
Incident Response Role
•Act as loggist during major incidents recording key actions taken in accordance with the Agent’s emergency response procedures.
Statutory Compliance
•To ensure Agent compliance with the Data Protection Act, Freedom of Information Act and other legislative requirements associated with administration.
Administration Function
•Provide meeting secretariat support including setting up meeting arrangements and minute taking
•Coordinating bookings of meeting rooms, hot desks
OTHER REQUIREMENTS
To deputise for the Communications and Staff Development Manager when required.
During periods of absence or during major incidents or events provide cover for the Traffic Wales Service Communications Co-ordinators
In the fulfilment of the above duties, to liaise as appropriate with WG Officers, Partner Authorities and other stakeholders.
To foster a culture of innovation and continuous improvement. In this context, to monitor technological and other developments in the industry, including new methods, with the aim of adopting best practice wherever appropriate.
To co-operate and liaise with staff from the Environment Directorate, other Departments of the Council, and Partner Authorities in order to promote the effective management of the Agent and the Directorate.
To supervise and provide guidance on work undertaken by subordinate staff.
To assist other Agent staff in fulfilling their technical, financial and administrative duties.
To ascertain and hold the latest information regarding:
•standards, technical developments and computerisation
•current best practice in relation to administration
Other managerial, administrative, technical and professional duties commensurate with the status of the post.
•Responsibility for self-development.
•Ensure compliance with Health and Safety rules 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 policies and procedures in relation to equal opportunities and equality.
•Responsibility for information management in accordance with the Council’s information management standards and guidelines. Ensure that personal information is handled in compliance with Data Protection legislation.
The above list of duties is only an outline. The post holder will be expected to undertake any other duties relevant to the nature and scale of the post, in accordance with reasonable requests from the Line Manager.
Special circumstances
•Requirement to be flexible in working additional hours due to staff sickness, staff leave to ensure cover on the Traffic Wales service between 7am – 7pm. (For which overtime will be payable).
•Requirement to work additional hours during unforeseen events e.g. adverse weather or road traffic incidents.
•Requirement to work occasional weekend shifts when major events programmed or forecast e.g. major sporting events, pop concerts etc. for which overtime will be payable.
•To liaise with the Communications and Staff Development Manager with regard to holidays/sickness in order to ensure administrative cover for the Office is maintained.