Administration/Clerical – Grade 3

Job Description

Job Title : Administration/Clerical – Grade 3
Job Category : Admin & Clerical
Location : Docks Office, Vale of Glamorgan Council
Hours Per Week : 18.50
Start Date : Immediate Start
Start Time : 08:30
End Time : 17:00
Salary: £9.99

Working within CYPS Finance Team
MAIN DUTIES AND RESPONSIBILITIES

The job description refers to the principal duties and responsibilities of the Post. It does not necessarily list in detail all the tasks required to carry out these duties and responsibilities.

1. In relations to the Service, the post holder will have the following specific responsibilities:

⦁ Assist case managers in updating and maintaining computerised databases and manual records.
⦁ Assist in maintaining filing systems to meet statutory requirements.
⦁ Provide a typing and word processing service.
⦁ Take and prepare minutes of meetings.
⦁ Assist in providing a reception service to callers both in person and by telephone.
⦁ Collect, record and distribute mail.
⦁ Monitor the need for and order stationery and other items as required.
⦁ Record sickness and annual leave when required to do so.
⦁ Photocopying, laminating and shredding as required.
⦁ Maintaining supplies of forms.
⦁ Assist in setting up systems as required.
⦁ Completion of appropriate paperwork for recorded delivery mail.
⦁ Supply an administrative support role to the Team.

2. To take responsibility for ensuring available resources are used to meet service users’ needs in a flexible and creative way within agreed parameters.

3. Where appropriate, to monitor and process payments, administer Paypoint transactions and travel warrants, record financial transactions and assist in compiling financial reports.

4. To support the team in the preparation of plans within the Council’s planning cycle.

5. To be aware of and have an understanding of relevant legislation, guidance, policy and procedures, good practice guidelines and national standards.

6. To use relevant information from the management information system to enable accurate monitoring and to inform Team Managers/Practitioner Managers of any irregularities.

7. To provide statistical information for the Team Managers/Practitioner Managers as required.

8. To promote and represent the work of the Directorate with all partner agencies.

9. To contribute to the Annual Team Plan.

10. To participate in programs that ensure good team work and staff care.

11. To contribute to positive public relations with regard to the Directorate and the Council.

12. To maintain such records as necessary.

13. Represent the service corporately and where required with user and planning groups.

14. To develop good working relationships across the Directorate and other partners.

15. To assist the Team Manager in meeting the annual performance targets for the team.

16. To assist the Team Manager in ensuring good practice is promoted and enhanced within the team.

18. Ensure compliance with the Council’s Financial Regulations, Standing Orders, Policies and Procedures
19. To implement the principles of the Council’s Equal Opportunity Policy whilst carrying out the above duties
20. To adhere to Health and Safety legislation / relevant Council policies and procedures and to take reasonable care for the health and safety of yourself and other persons who may be adversely affected by your acts / omissions.
21. To implement the principles of the Council’s Environment Policy while carrying out the above duties.
22. To report without delay any safeguarding concerns to the appropriate safeguarding officer.
23. Such other duties and responsibilities commensurate with the grade and in accordance with the general character of the job as may reasonably be required by the Chief Officer from time to time.