Purpose of the Post.
Ensure that the people of Gwynedd are at the heart of everything we do.
Play a central role in ensuring that the department’s administration services are provided effectively, professionally and in accordance with organisational standards.
Take a team leader role to supervise work and provide operational/day-to-day guidance to team members as needed and within the job remit.
Take an operational role in the team’s work, working as part of the team to deal with all the department’s business and administration support matters.
Support the Senior Executive Officer, Management Unit, and the Housing and Property Department’s managers with administration and financial matters.
Responsibility for functions. e.g. staff, budgets, equipment
Operate as a Line Manager for the Finance and Administration team.
Responsible for personal Equipment.
Responsible for the ordering, storage and distribution of equipment and materials ordered for the department’s general use.
Main Duties
Co-ordinator Duties
Operate as line manager for the Housing and Property Finance and Administration team by providing guidance and support as needed, allocate task, manage workload and co-ordinate the team’s activity.
Lead, develop, evaluate and motivate team members to work to their full potential, setting appropriate targets and objectives, measuring achievement against those targets.
Take every possible step to ensure that the unit’s essential work is completed in accordance with the Department’s arrangements i.e. arrangements to deal with absences, office cover etc.
Responsible for maintaining effective and efficient operation of business and administration duties for the Housing and Property Business Unit ensuring robust arrangements are in place to monitor performance.
Ensure that robust arrangements are in place to enable that orders, invoices and income are processes timely and accurately.
Responsible for ensuring robust and effective arrangements are in place to monitor financial matters associated with the department’s housing management, including income and expenditure, and providing regular reports as and when to managers and senior management.
Assist the Senior Executive Officer to monitor, co-ordinate and administrate the Housing and Property Department’s pool vehicles, ensuring that essential services are conducted and that key matters are addressed.
Using Using expertise to identify and investigate continuous development by solving problem, challenging and offering new ideas to accomplish tasks, and show innovation by contributing to designing new systems.
Take operational responsibility for addressing problems and issues that arise day-to-day, looking for suitable solutions in a timely and effective manner, or escalate matters which are beyond the post’s level of responsibility, working in collaboration to find Solutions.
Undertake advanced, complex, tasks which are beyond the remit which are beyond the duties and role of the rest of the team members, e.g. reconciling orders and payments, solving innacuracies in processing orders in the FPM system, authorise or approve payments, being the first point of escalation for issues arising from the team’s work.
General business duties
Process orders and payments arising from the Housing and Property Department’s expenditure.
Be responsible for recording and processing invoices for authorisation for payment.
Administer the process of receiving payments, including recording and monitoring cheque receipts, and petty cash.
Maintain detailed records and produce financial reports to monitor the Housing and Property Department’s expenditure.
Maintain detailed records about contracts with various companies and clients according to demand.
Ensure the accuracy of digital records, and compliance with financial procedures including implementing tendering rules and supervise the process of inviting tenders.
Assist Service Managers to manage budgets ensuring budget books are up to date, and check items as needed in the accounts leger.
Responsible for checking arithmetic and expenditure coding, brining attention to any miss-coding or other general inaccuracies.
Be the point of contact for the Department’s financial and administrative matters.
Using the Department’s credit card to order goods and services for the department’s services as needed, in an appropriate and responsible manner following all processes and corporate guidelines. Follow the process of authorising expenditure on credit cards through the relevant system.
Assist the Senior Executive Officer witht the department’s Performance Challenge and Support Report, and assist service managers to collect and report on data as needed e.g. by collecting customer satisfaction surveys.
Assist managers to identify opportunities to procure service by identifying and sharing expenditure patterns.
Promote the accurate and appropriate use of frameworks and contracts which are active for goods and services both internally and across the Council, and display and promote good practice.
Support the Management Unit and department managers with business and administrative tasks e.g. monitoring grants and keeping records of grant award letters, administrating and processing FOI requests and complaints, receiving phonecalls, receiving, sending and distributing post, preparing for events, dealing with ID badges enuiries, webstie administration etc.
Responsible for the administration of general e-mail desks such ass Housing and Property Finance, Pest Control.
Process, administer, monitor and deal with financial and administration elements of the department’s housing management, undertaking relevant duties such as receiving and organising payments, account management, accurate record keeping using relevant systems, providing reports regularly and as needed, and any other associated task related to housing management.
This is an illusrative list only. The post holder is expected to undertake any other duties that would be reasonably expected from time to time by an individual's manager at this grade.
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. e.g. the need to work unsociable hours, special working arrangements etc.
The post holder may be expected to work unsocial hours at times to ensure continuity of service.