Purpose of the Post
To ensure that the people of Gwynedd are central to everything we do.
This position is an essential part of the Workforce Development Unit, Department of Social Services which is used to working under pressure and to time limits. It involves a number of different administrative tasks related to staff training and development.
You will be part of a team of Training Officers and Administrative Assistants. You will be required to be flexible and willing at times, to assist with any of the general duties
Responsibility for functions
•Equipment - cataloguing and maintaining training equipment and resources.
•Keeping a record of financial expenditure
Main Duties
•Core duties and responsibilities – the basic work of each Administrative Assistant in the Workforce Development Unit.
•Normal tasks in the office - answering the phone, taking messages, billing, photocopying etc.
•Use computer to produce letters, small posters, leaflets for distribution, regular reports etc and any other administrative tasks from time to time
Undertaking duties relating to the organisation of training courses such as:
•Fully follow the process for all elements training course administration
•Keeping an electronic file on all aspects of the course
•Keeping attendees' current information on electronic systems
•Starting courses / meeting trainers setting up room and equipment
•Confirm course and attendee details with trainers
•Deal with enquiries in the training in box on a daily basis to ensure a prompt response
•Booking, confirmation and payment for course costs
•Send regular invitations
•Responding to regular enquiries
•Find out who's coming and connect with attendees
•Gathering tools and materials
•Helping to prepare leaflets for distribution
•Keeping a record of attending staff and evaluation forms and keeping a record on the database
•Supporting and managing online digital sessions and researching further digital developments suitable for the field of work e.g. creating breakout rooms, giving presentations up to trainers etc
•Other duties and responsibilities
These will be shared between the Administrative Assistants by agreement. It is clearly stated who will be responsible for different things and this will be reviewed annually - Find and update location information
•Catalogue audio-visual / digital equipment, and ensure it is kept in working condition - recommend what new equipment should be purchased
•Record when the equipment is signed out
•Help catalogue training packs and books; Keeping your library organized
•Ensure that basic training materials are always available
•Ensure that basic office materials are always available
•Completing attendance and payment documents when staff go on external courses and confirming with attendees
•You will have the opportunity to develop your skills and abilities, and you will be encouraged to gain appropriate qualifications in time.
•Responsibility for self-development.
•Ensure compliance with Health and Safety at work rules in accordance with the responsibilities set out in the Health and Safety at Work Act 1974 and the Council's Health and Safety Policy.
•To act 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 treated in compliance with Data Protection legislation
•A commitment to reduce the Council's carbon emissions in line with the Carbon Management Plan and to encourage others to take positive action towards reducing the Council's carbon footprint.
•Undertake any other corresponding and reasonable duty that is consistent with the salary level and level of responsibility of the job.
•Responsibility to report concern or suspicion that a child or vulnerable adult is being abused
Special Circumstances
•The above indicates an outline of duties only, in order to give an idea of the level of responsibility entailed. This job description is not exhaustive in detail, and job duties may change from time to time without changing its fundamental nature and level of responsibility.
