Purpose of Post
 • Ensure that the people of Gwynedd are at the centre of everything we do.
• Fulfil the administrative requirements of the Early Years Unit by putting effective systems in place to ensure high-quality administration.
• Support the monitoring arrangements of the Unit
Responsibility for Resources. e.g. staff, finance, equipment
 -

Main Duties
 • Fulfil the administrative requirements of the Child Care Unit, putting effective systems in place to ensure high-quality administration for the following requirements: -
• Arrange meetings, events and training and prepare agendas, gather and distribute information, send letters and reminders.
• Attend meetings and take accurate minutes.
• Word processing such as letters and reports.
• Establish and maintain paper and electronic filing systems. 
• Answer the phone, record messages and maintain the diaries of the relevant staff
• Order resources, photocopy, collect and distribute the post.
• Raise, process and track invoices and produce financial monitoring reports as required.
• Reception and room hiring and setting up the rooms to the clients' requirements.
• Support in the arranging of training for the Early Years workforce.
• Work as part of a team to provide general administration in the 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. 
• Assist with marketing all the Unit's work by ensuring regular publicity campaigns such as -
   o Regularly updating the website and the Teulu Gwynedd social networks
   o Information on centre notice boards.
   o Producing articles, statements and publicity materials.
   o Arranging press advertisements.
• Look after the reception by responding to the enquiries of visitors who choose to call in and also responding to phone calls or e-mails and signpost as necessary. Ensure a high standard of customer care, taking and relaying messages clearly and concisely and always treating visitors courteously. Always keep the reception tidy. Assist with the H&S checks on site 
• Responsibility for administrating the hiring of resources 
• Ensure there is consistency in the administrative support within the Service, working closely with other Assistants and Senior Assistants in the unit.
• Fulfil the Unit's monitoring requirements by working alongside the Monitoring and Finance Officer and the Senior Business and Administrative Assistant
• Assist with all data monitoring requirements relating to children's assessments and payments for providers, for all the Unit's programmes. 
• Assist the Monitoring and Finance Officer to ensure the provision of financial and performance reports for the Welsh Government and for the relevant meetings of the department. 
• Responsibility for ensuring correct and consistent understanding in using the Unit's new data system as well as any other system. 
• Responsible 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 in relation to equal opportunities and equality.
• Responsibility for managing information in accordance with the Council’s information management standards and guidelines. Ensure that personal information is handled in accordance with Data Protection legislation.
• A 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.
• Undertaking any other reasonable duty that corresponds with 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 e.g. the need to work unsociable hours, special working arrangements etc.
 WORK CONDITIONS
Working Hours: Fixed hours, 37 hours a week but requested to work on a flexible rota. There will be a need to work unsociable hours occasionally.