Purpose of the post
•Ensure that the people of Gwynedd are at the heart of everything we do.
•Fulfilling the administrative requirements of the Finance Department by ensuring that effective systems are in place to deliver quality administration.
•Assisting and collaborating with Department officers and the Learning and Development Service in order to improve the effectiveness of the Department’s services and to support the development plan for the Department’s managers.
Responsibility for functions
•Administrative equipment.
•Raising, processing, and tracking invoices.
Main duties
Ensuring administrative support for the Finance Department by putting effective systems in place to deliver quality administration for the following requirements:
•Providing full administrative and secretarial support to the Head of Department, and administrative support to the Assistant Heads, the Senior Executive Officer, and service managers as required.
•Responsibility for administering, organising, and recording a wide range of Finance Department meetings, including the Departmental Management Team, Managers’ Meetings, Performance Challenge Meetings (and others as required), and coordinating the work of ensuring that decisions from these meetings are implemented.
•Collecting information at the request of the Head of Department, Assistant Heads, or the Senior Executive Officer.
•Acting as the main point of contact for the Finance Department for any matters relating to the Department’s offices, working closely with services such as Property, Information Technology, etc., and acting as project manager in this area of work as required.
•Being the first point of contact for the Council’s elected members, Members of the Senedd, Members of Parliament, and other agencies.
•Preparing responses to correspondence as required on behalf of the Head of Department.
•Keeping a record of all correspondence sent to the Head of Department relating to taxation matters, and working with the Taxation Service to ensure a clear record of responses.
•Collaborating with the Senior Executive Officer on behalf of the Head of Department to ensure that all Finance Department officers complete mandatory training as required.
•Responsibility for coordinating with Learning and Development to arrange training courses for managers and staff within the Finance Department.
•Responsibility for organising meetings, events, and training by preparing programmes, gathering and distributing information and materials as required.
•Preparing responses to correspondence at the request of the Management Team.
•Maintaining and establishing paper and electronic filing systems.
•Handling and ensuring an initial response to stakeholder enquiries relating to complaints and enquiries, offering guidance and advice to ensure resolution.
•Ordering resources, raising, processing, and tracking invoices, and producing financial monitoring reports as required.
•Responsibility for providing reports to a range of different audiences.
•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
•Occasionally, it will be necessary to work unsocial hours.