Purpose of the post
•Ensure that the people of Gwynedd are at the heart of everything we do.
•To work as part of a team to provide effective administrative support within the Housing and Property Department, and to include office management. To undertake the duties in a professional manner with due consideration to confidentiality
Responsibility for functions
•Responsible for office equipment such as computers, printers etc.
•Staff - Supervise 1 Administrative Assistant + 1 trainee as required
•Budget - none.
Main duties
•Responsible for supporting the efficient and effective operation of administrative functions for the Housing Service. Supervise - coordinate the consistency of administrative functions across the devolved offices.
•Take every possible step to ensure that the unit's essential work is completed i.e. arrangements to deal with absences etc.
•Coordinate supply and contact the Housing and Property Department Senior Managers regarding any problems and/or help required.
•Contribute to the work of developing office management systems including answering the telephone and taking messages and undertake some administrative duties of other staff who may be absent.
•Type committee, management and technical reports and letters in the appropriate method and format of the organisation.
•Assist Service Managers to keep control of their budgets and ensure that the budget books are up-to-date and check items as required in the accounts book.
•Produce data summary reports, as required by the Service Managers and the Senior Service Managers.
•Be responsible for registering and passing invoices for authorisation for payment.
•Responsibility for checking numeracy and input travel claims, including authorising for them to be released for payment, deal with any enquiries in the system. Supervise Travel Claim Processing procedures to ensure consistency and accuracy.
•Responsibility for petty cash and its administration.
•Ensure that the organisation's policies on time management, recording leave, sickness absence, financial control, tracing and filing correspondence are administered correctly. Supervise the recording of staff absence across the service areas to ensure that Administration Staff complete their duties within the allocated time.
•Be part of the process of managing and monitoring performance including full use of Information Technology in accordance with the requirements of the post.
•Undertake other duties that are relevant to the requirements of the service.
•Be aware of the Health and Safety Acts and work with the Directorate’s Health and Safety and Quality Assurance Officer to ensure that we comply with the relevant Health and Safety requirements.
•The post-holder will be expected to comply with the Council's continuous training and personal skills development programme and an appraisal process that contributes towards this.
•This is an illustrative list only. The post-holder is expected to be part of the performance management and monitoring process in accordance with the requirements of the post and any other duties which would be reasonably expected from time to time by the Managers of a person on this scale.
•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
•Meetings, sub-committees and working groups - some may be held outside normal working hours.