Administrator (Grade 6)
Job Description
Job Category : Admin & Clerical
Location : Rhondda Cynon Taf County Borough Council
Hours Per Week : 37.00
Start Date: Immediate Start
Start Time : 09:00
End Time : 17:00
Salary: £13.47
Admin / Finance assistant required in Estates Business Support Team
To provide administrative support in accordance with the key objectives of the Delivery Plan
What you will deliver:
1. Dealing with telephone and other enquiries in accordance with appropriate customer care practices, when necessary, accessing relevant corporate information systems.
2. Assisting in the process of tendering for works in accordance with the Council’s tendering and procurement procedures, including typing and collation of relevant tender documents via the Bravo system.
3. Manage, monitor and co-ordinate all aspects of statutory / non statutory cyclical property maintenance contracts. Specifically: –
i) Ensuring compliance with the legislation in conjunction with the Corporate Engineers and appropriate technical staff.
ii) The management, monitoring and processing of annual cyclical contracts and related documentation via Civica Property and within the specified deadlines.
iii) The Scheduling of all cyclical contract events via Civica Property.
iv) The monitoring and processing of all contract invoices in accordance with payment timetables.
v) The production and dissemination of all contract related information via Civica Property reports.
vi) The creation, recording and upkeep of all appropriate supporting records / documentation including service reports and certificates. Including Risk Monitor / RAMIS system records.
4. Issuing, processing and co-ordination of repairs and maintenance orders within strict timescales. Monitoring of orders issued within the Client Services Business Area to ensure accuracy.
5. Communication with Clients to ensure satisfaction with repairs and maintenance service. Recording of client feedback on appropriate database.
6. Payment of invoices via Civica Property for both non RMTC contractors and RMTC Contractors in accordance with payment timescales and Welsh Government Directives regarding prompt payment of contractors.
This Person Specification sets out the knowledge and/or qualifications, past experience and personal competencies that would be ideal for this particular post.
The Knowledge/Qualifications and Experience sections describe what is required in terms of the technical ability that is needed to do this job successfully.
The Competencies section describes the kinds of non-technical skills, abilities and personal characteristics that the ideal person for this particular role would have. The competencies describe how that person would ideally work with other people and how they would approach their responsibilities.
The Special Conditions and Professional Requirements section describes any other qualities appropriate to the particular circumstances associated with this role.
Knowledge / Education:
Essential Desirable
Awareness of the requirements associated with the standards and legislation to be observed in the duties of the post. A firm commitment to continuous professional development.
Knowledge of technical terms used by property management professionals.
Experience:
Essential Desirable
Experience of financial systems used for monitoring within a property environment.
Experience of performance monitoring of contractors.
Experience in an engineering and/or building maintenance support role.
Experience of management information systems.
Ability to use the Microsoft Office suite of programs.
Experience of the requirements of the post.
Experience in local government.
Excellent IT skills including developing and maintaining computerised systems and databases.
Welsh language skills:
All employees will be required to undertake a basic Welsh Language induction to reach this level
Welsh Language Level 2 ☒
Welsh Language Level 3
Welsh Language Level 3-5
Welsh Language Level 4
Welsh Language Level 5
To undertake such other duties and responsibilities commensurate with the grade, as may be reasonably required by the Service Director, or as a mutually agreed development opportunity.
To comply with the Council’s Health and Safety Policies and procedures and undertake any relevant health and safety duties in accordance with local arrangements.
To support the Council to play its part in tackling Climate Change and meeting its Carbon Reduction targets across the services it delivers and also in the goods and services it buys or commissions from other organisations.
All staff have a valuable and vital role in keeping people safe. Any person with concerns regarding the safety of a child or adult at risk, OR the behaviour of a colleague towards a child or adult at risk, has a responsibility to report this immediately. This should be done via the person’s Line Manager, Designated Safeguarding Lead or contact the Cwm Taf Multi Agency Safeguarding Hub.
