Administrator - Commercial Recycling

CYNGOR SIR POWYS COUNTY COUNCIL

JOB DESCRIPTION

JOB DESCRIPTION

Position Title: Administrator Position Number: Directorate: Place Division/Section: Waste & Recycling Location / Workbase: Rhayader

Grade: 5

Accountable to: Supervisor Accountable for: None

Main Purpose of Post:

To assist in the provision of an efficient and effective administrative support service to operational and support teams. To provide accurate advice, information and assistance to customers including recording of complaints; service requests; Issuing, collecting, and validating customer documentation.

Principal Responsibilities:

1. To maintain and update a range of electronic/manual information systems and assist with the collation of any statistical returns.

2. To process incoming and outgoing mail, emails, garden waste queries.

3. To undertake a full range of clerical duties, including word processing of correspondence, reports, policies and procedures and associated documentation.

4. To co-ordinate, attend and take notes/minutes of a range of meetings, produce and distribute minutes, as required.

5. To create, maintain and archive files.

6. To liaise with other organisations including statutory, independent and voluntary agencies.

7. To order stationery, publications and equipment in line with procurement policies and procedures.

8. To undertake work on a “task and finish” basis under the direction of the Supervisor.

9. To comply with Welsh language requirements of the position (no competency level).

10. To co-operate with your employer and follow health and safety advice and instructions.

11. To abide by the principles and practice of equality of opportunity as laid down in the Council’s Equal Opportunities Policy.

Because of the nature of the work involved, the post you are applying for is covered by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013) - This position has no requirement for a Standard DBS Check.

NOTE;

Notwithstanding the detail in this job description, the job holder will undertake such work as may be determined by the Manager from time to time, up to or at a level consistent with the ‘Principal Responsibilities of the Job’.

Date Prepared: 07 Aug 2024 Prepared by: Amanda Griffiths

Position Title:                            Administrator Position Number: Directorate:                               Place Division/Section:                       Waste & Recycling Location / Workbase:                Rhayader

Grade:                                       5

Accountable to:                         Supervisor Accountable for:                       None

Main Purpose of Post:

To assist in the provision of an efficient and effective administrative support service to operational and support teams. To provide accurate advice, information and assistance to customers including recording of complaints; service requests; Issuing, collecting, and validating customer documentation.

Principal Responsibilities:

To  maintain and update a range of electronic/manual information systems and assist with the collation of any statistical returns.

To process incoming and outgoing mail, emails, garden waste queries.

To  undertake a full range of clerical duties, including word processing of correspondence, reports, policies and procedures and associated documentation.

To co-ordinate, attend and take notes/minutes of a range of meetings, produce and distribute minutes, as required.

To create, maintain and archive files.

To liaise with other organisations including statutory, independent and voluntary agencies.

To order stationery, publications and equipment in line with procurement policies and procedures.

To undertake work on a �task and finish� basis under the direction of the Supervisor.

To comply with Welsh language requirements of the position (no competency level).

To co-operate with your employer and follow health and safety advice and instructions.

To abide by the principles and practice of equality of opportunity as laid down in the Council�s Equal Opportunities Policy.

Because of the nature of the work involved, the post you are applying for is covered by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013) - This position has no requirement for a Standard DBS Check.

NOTE;

Notwithstanding the detail in this job description, the job holder will undertake such work as may be determined by the Manager from time to time, up to or at a level consistent with the �Principal Responsibilities of the Job�.

Date Prepared:    07 Aug 2024                  Prepared by:   Amanda Griffiths

CYNGOR SIR POWYS COUNTY COUNCIL

PERSON SPECIFICATION

Position Title:                            Administrator Position Number: Directorate:                               Place Division/Section:                       Waste & Recycling

Attribute

Essential

Desirable Identified

(tick as appropriate) App Form Interview Test Exercise

Experience

 Experience of working in an office environment

 Experience in use of office packages

E

D

X

X

X

X

Knowledge

A good understanding of how a local authority operates and preferably a working knowledge of the service area

Knowledge of relevant financial policies

D

D

X

X

X

X

Registrations, Qualifications and Training

A good standard of education to GCSE level or equivalent, including English and/or Maths

 European Computer Driving Licence or equivalent IT qualification

 NVQ 2 in Administration/Finance

E

D

D

X

X

X

Personal Qualities

Commitment to undertaking any qualification/training relevant to this post

Pleasant and helpful manner when dealing with members of the public

Committed to excellent customer service

Attention to detail

Ability to work well with a wide range of colleagues, Councillors and members of the public

Flexible approach to your work

E

E

E

E

E

E

X

X

X

X

X

X

X

X

X

X

X

Safeguarding Requirements

Some Administrator posts may require a standard Criminal Records Bureau check depending on which service area they are supporting

Skills

Competent to use Office IT packages

Good administrative and numeracy skills

Ability to work as part of a team

Ability to demonstrate good organisational skills

Good oral and written communication skills

Ability to manage difficult situations with customers

Ability to multi-task, prioritise and meet deadlines

Ability to take accurate notes/minutes

E

E

E

E

E

E

E

E

X

X

X

X

X

X

X

X

X

X

X

X

X

X

Other Requirements

Ability to travel to other parts of the county as appropriate

Occasional requirement to work outside normal working hours

 A clear understanding of the importance of confidentiality

 Ability to speak Welsh

E

D

D

D

X

X

X

X

Date Prepared:    07 Aug 2024                   Prepared by:    Amanda Griffiths

CYNGOR SIR POWYS COUNTY COUNCIL

DISGRIFIAD SWYDD

Teitl y Swydd:                            Gweinyddwr Rhif y Swydd:

Cod Gwerthuso Swyddi:             BPU079 Cyfarwyddiaeth:                        Adnoddau Is-adran/Uned:                           Gwasanaethau Busnes Lleoliad/Canolfan Waith: Graddfa:                                    Graddfa 5

Yn atebol i:                                Goruchwyliwr Yn gyfrifol am:                           Neb

Prif Ddiben y Swydd:

Cynorthwyo i ddarparu gwasanaeth cefnogi effeithiol gyda gweinyddiaeth a chyllid i'r timau gweithredol a chymorth.

Prif Gyfrifoldebau:

Cynnal a diweddaru amrywiaeth o systemau gwybodaeth electronig/papur a chynorthwyo i goladu unrhyw ffurflenni ystadegau.

Prosesu'r post sy'n dod i mewn ac yn mynd allan.

Cyflawni'r amrediad llawn o ddyletswyddau clercaidd, gan gynnwys prosesu geiriau ar gyfer gohebiaeth, adroddiadau, polis�au a gweithdrefnau a dogfennaeth gysylltiedig.

Bod yn gyfrifol am sefydlu cyfrif am wasanaethau ac am ymdrin ag unrhyw ymholiadau cysylltiedig.

Sicrhau bod cleientiaid yn cael gwybod am y taliadau y mae angen iddynt eu talu i'r awdurdod lleol.

Cydlynu, mynychu a gwneud nodiadau neu gofnodi amrywiaeth o gyfarfodydd, a allai gynnwys cymorth i Wasanaethau Cymdeithasol Oedolion a Phlant mewn perthynas �r agenda diogelu, cynhyrchu a dosbarthu cofnodion yn �l y galw.

Creu, cynnal ac archifo ffeiliau.

Cynnal lefelau stoc a sicrhau bod taflenni gwybodaeth ar gael i staff ac i'r cyhoedd.

Prosesu ffurflenni cais, dalenni amser, cofnodion amser a ffurflenni hawlio a chynnal taenlenni sy'n gysylltiedig � chofnodi dalenni amser a grantiau.

Gweinyddu'r system imprest.

Cofnodi gwybodaeth ar y System Rheoli Cyllid ar gyfer archebu nwyddau a thalu cyflenwyr, gan sicrhau bod y taliadau'n unol �'r archebion sefydlog a'r rheoliadau ariannol.

Cyflawni gwaith cynnal a chadw sylfaenol a rheolaidd ar y Systemau Rheoli Cyllid ac ymdrin �'r  ymholiadau cysylltiedig.

Gweithio yn y dderbynfa a gyda'r switsfwrdd yn �l y gofyn.

Cysylltu � sefydliadau eraill, gan gynnwys asiantaethau statudol, annibynnol a gwirfoddol.

Archebu papur swyddfa, cyhoeddiadau a chyfarpar yn unol �'r polis�au a'r gweithdrefnau caffael.

Cyflawni gwaith prosiect ar sail "gwaith a gorffen" dan gyfarwyddyd y Goruchwyliwr.

Cydymffurfio �'r hyn sy'n ofynnol ar gyfer y swydd o ran y Gymraeg �

Cydweithio �'r cyflogwr a dilyn cyngor a chyfarwyddiadau iechyd a diogelwch.

Cadw at egwyddorion ac arferion cyfle cyfartal fel y nodir hwy ym Mholisi Cyfle Cyfartal y Cyngor. Mae gan y swydd hon ofyniad am Wiriad Safonol y DBS.

           Dim neu ychydig bach o wybodaeth o�r Gymraeg

SYLWCH;

Er y manylion sydd yn y swydd ddisgrifiad, bydd gofyn i�r sawl sydd yn y swydd wneud unrhyw waith ar gais y Rheolwr o dro i dro, hyd at neu ar lefel sy�n cyfateb � �Phrif Gyfrifoldebau�r Swydd.�

Lluniwyd gan

Tony Price

Dyddiad

24/04/2013

CYNGOR SIR POWYS COUNTY COUNCIL

Y PERSON

Teitl y Swydd:                            Gweinyddwr Rhif y Swydd: Cyfarwyddiaeth:                        Adnoddau Is-adran/Uned:                           Gwasanaethau Busnes

Nodweddion

Hanfodol

Dymunol

Wedi�i nodi

Ticiwch (v) fel sy�n briodol Ffurflen Gais

Cyfweliad Prawf

Ymarfer

Profiad

Profiad o weithio mewn swyddfa

v

v

v

Profiad o ddefnyddio pecynnau �Office�

v

v

v

Gwybodaeth

Dealltwriaeth dda o sut y mae awdurdod lleol yn gweithio, a gwybodaeth gyffredinol o�r maes gwasanaeth

v

v

v

Gwybodaeth o�r  polis�au ariannol perthnasol

v

v

v

Cofrestriadau, Cymwysterau a Hyfforddiant

Safon uchel o addysg hyd at lefel TGAU neu gyfwerth, gan gynnwys Saesneg a/neu Fathemateg

v

v

Trwydded Yrru Gyfrifiadurol Ewropeaidd neu gymhwyster TG cyfwerth

v

v

NVQ lefel 2 mewn Gweinyddu/Cyllid

Rhinweddau Personal

v

v

Ymrwymiad i ennill unrhyw gymhwyster/ddilyn unrhyw hyfforddiant sy'n berthnasol i'r swydd hon

v

v

v

Dull dymunol a chymwynasgar wrth drin aelodau o'r cyhoedd

v

v

Ymrwymiad i wasanaeth cwsmer rhagorol

v

v

v

ch) Rhoi sylw i fanylion

v

v

v

Gallu cydweithio'n dda ag amrywiaeth o gydweithwyr, Cynghorwyr ac aelodau o'r cyhoedd

v

v

v

Dull hyblyg o drin eich gwaith

v

v

v

Gofynion Diogelu

Mae angen Gwiriad Safonol y DBS i�r swydd hon.

v

Sgiliau

Gallu defnyddio pecynnau TG �Office�

v

v

v

v

Sgiliau gweinyddol a rhifyddol da

v

v

Gallu gweithio fel rhan o d�m

v

v

v

ch) Tystiolaeth o sgiliau              trefniadaethol da

v

v

v

Sgiliau cyfarthrebu da ar lafar ac ar babur

v

v

v

Gallu i reoli sefyllfaoedd anodd gyda chwsmeriaid

v

v

v

Gallu amldasgio, blaenoriaethu a gweithio i derfynau amser penodol

v

v

Gallu cofnodi/cymryd nodiadau manwl-gywir

v

v

Gofynion Eraill

Gallu teithio i rannau eraill o�r sir fel y bo�n briodol

v

v

Gofyniad achlysurol i weithio tu allan i oriau gwaith arferol

v

v

Dealltwriaeth eglur o bwysigrwydd cyfrinachedd

v

v

ch) Gallu siarad Cymraeg

v

v

Lluniwyd gan

Tony Price

Dyddiad

24/04/2013

All distances in minutes using Google maps Brecon Builth Wells Crickhowell Hay-on-Wye Knighton Llandrindod Llanfyllin Llanidloes Machynlleth Newtown Rhayader Welshpool Ystradgynlais

Brecon X 30 24 25 61 42 123 69 102 82 48 104 40

Builth Wells 30 X 45 32 42 15 96 42 75 55 21 77 65

Crickhowell 24 45 X 34 69 55 139 83 115 96 62 118 56

Hay-on-Wye 25 32 34 X 40 43 112 70 103 80 50 93 59

Knighton 61 42 69 40 X 30 72 57 84 43 36 52 96

Llandrindod 42 15 55 43 30 X 81 37 70 40 30 62 77

Llanfyllin 123 96 139 112 72 81 X 65 56 43 83 20 158

Llanidloes 69 42 83 70 57 37 65 X 36 25 22 66 84

Machynlleth 102 75 115 103 84 70 56 36 X 50 56 59 140

Newtown 82 55 96 80 43 40 43 25 50 X 45 24 119

Rhayader 48 21 62 50 36 30 83 22 56 45 X 65 84

Welshpool 104 77 118 93 52 62 20 66 59 24 65 X 139

Ystradgynlais 40 65 56 59 96 77 158 84 140 119 84 139 X