Purpose of the post
•Ensure that the people of Gwynedd are at the heart of everything we do.
•To provide an effective administration management function for the area within which the post is located.
•To provide support for unit and senior managers
•To be the first point of contact with the WG and the public with regards to any queries, correspondence and complaints and to manage and facilitate efficient and effective responses and managing the IRIS system to ensure queries are responded to by the set target dates.
•To provide an effective facilities management function within the located office
Responsibility for functions
•Maintaining inventory of stocks of office supplies.
•Management of PPE issued to staff at the office in which the post is located.
•Own Laptop and spare resilience laptop
•Managing office petty cash system.
•Responsible for administrating the Agency’s databases e.g. SharePoint including the Agency Fleet Management database, TENSOR Time Recording and MODs Training Database
Main duties
To provide support to senior managers and provide effective office administration management function and support for the area in which the post is located or at other Agency offices.
To provide Administration/Secretariat support to Managers and staff by:
•Providing meeting secretariat services for a range of technical and managerial meetings including arranging meetings, inviting representatives, booking venues and minute taking to a high level of proficiency.
•Undertaking reception function and general office duties such as dealing with the post, correspondences, telephone calls
•Being the initial point of contact with the WG and the public with regards to any queries and correspondence and to manage and facilitate efficient and effective responses within set timescales.
•Co-ordinating bookings of meeting rooms and vehicle bookings
•Dealing with complaints and enquiries in a polite and courteous manner and providing site inductions to staff and visitors.
•Assisting in ensuring that all staff have been issued with ID passes.
•Monitoring the NMWTRA enquiries mailbox and log all enquiries/responses within the Welsh Government Public Enquiries Management database
•Ensuring that any outstanding enquiries are dealt adhering to the current process. Liaising closely with staff to provide responses to the public and WG within the given timeframe.
•Managing the meeting booking system for approval and update any amendments.
•Managing Office consumables and the allocated budgets for office stationary.
•Creating Purchase Orders and forward to relevant parties.
•Assisting with the NMWTRA Invoices and monitoring the mailbox and process adhering to procedures.
•Issuing the weekly On-Duty Rota to all relevant parties.
•Arranging and booking accommodation for staff using the relevant credit card process.
•Assisting in creating the NMWTRA Sway Newsletter and updating Staff Announcements.
•Monitoring the Office Attendance Schedule in line with the current process in place for covid19.
•Inputting Data from TRAFIS into a database to Assist Route Managers and ARM’s
Fleet Management
•Responsible for managing the Agency vehicles fleet booking system.
•Arranging and liaising with relevant staff to ensure that all vehicles are serviced, maintained and MOT’s are undertaken within the given timeframe.
•Updating the monthly mileage records of all vehicles and maintain the fleet database in conjunction with the SLA including the issuing of pool vehicle keys.
•Ensuring that all staff complete the yearly Annual Medical Declaration and update Gwynedd Fleet system.
HR Functions
•Maintain the NMWTRA Employee checklist to ensure that all documents have been completed and returned.
•Administrating the sickness/Leave/TOIL function via Tensor. Ensuring staff sicknesses are recorded as per the Policy,
•Managing absenteeism – administering and forwarding the daily lateness reports to Line Managers for actioning.
•Staff Performance Review – Ensuring appraisals are undertaken yearly by Line Managers and arrange calendar dates/invites to staff on behalf of Line Managers and ensuring that all documents are uploaded securely to SharePoint.
•Provide guidance on the day to day use on the TENSOR system to staff and how to correctly follow the process, carry out the registration process and any amendments that cannot be actioned for technical reasons by the Line Manager, ensuring staff sickness are recorded, provide monthly reports to Senior Line Managers to ensure that the formal procedures on managing staff absenteeism are followed.
•Assisting the Administration and Staff Development Manager in producing and delivering training programmes, staff induction packs, interviews, uploading relevant certificates to SharePoint.
Training
•Administering the MODS Training Module to create training titles, arranging dates and liaising with relevant staff within the Agency.
Technical support/administration
•Assisting in undertaking Audits
•Supporting the Health Safety and Environmental manager in collecting carbon data for carbon accounting
•Supporting the Street works Manager in maintaining National gazetteer?
•Supporting the Business team in processing invoices
•Monitor Covid protocols adhered to and report issues to line manager
•Undertake DSE Assessments for staff.
•Waste Transfer Notes – ensuring that all documentation is up to date at each office for audit purposes.
•Fire Safety - Completion of Fire Log Book tasks (which are weekly fire alarm tests, weekly visual checks of extinguishers and escape routes, monthly emergency lights test)
•Legionella - Flushing of little used water outlets
•Organising office minor maintenance work on an ad-hoc basis.
To assist the Administration and Staff Development Manager in the fulfilment of his/her duties as required.
To communicate effectively and courteously with elected members, the public, members and officers of the Assembly and other external organisations and bodies.
To co-operate and liaise with staff from the Agency, other Departments of the Council, and Partner Authorities in order to promote the effective management of the Agency.
Other Requirements
To co-operate and liaise with staff from the Agency, other Departments of the Council, and Partner Authorities in order to promote the effective management of the Agency.
To assist other Agency staff in fulfilling their technical, financial and administrative duties.
To communicate effectively and politely with elected members, the public, members and officers WG and other external organisations and bodies.
Undertake any other duties, which are commensurate with the post’s level of salary and responsibility.
•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 in relation to equal opportunities and equality.
•Responsible for managing information in accordance with the Council’s information management 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.
•Responsibility to report any concern or suspicion that a child or vulnerable adult is being abused.
Special circumstances
•Willingness to occasionally work outside normal working hours.
•Willingness to occasionally travel to other NMWTRA facilities within the agency Area