Service Support Administrator

Ceredigion County Council; Penmorfa; Hybrid; GBP 21,000 - 27,000; Full time

Job summary

Ceredigion County Council is seeking a Service Support Administrator to provide agile administrative support across Aberystwyth, Lampeter and Cardigan day services. The role supports day-to-day operations, records management, archiving, and procurement processes in a person-centred environment.

The successful candidate will hold 5 GCSEs including English and Maths (C or above), possess strong IT skills, and demonstrate accuracy and confidentiality in a busy service setting.

Qualifications

• Must have 5 GCSEs including English & Maths at grade C or above.
• Strong administrative and IT skills with a methodical approach and high attention to detail.

Responsibilities

• Manage incoming and outgoing correspondence (email, phone, written) and oversee inboxes.
• Maintain up-to-date records of service users and create new files.
• Process inquiries relating to new and existing service users.
• Maintain electronic database records, input and extract information from IT systems.
• Undertake archiving duties in line with Council procedures.
• Take minutes of staff meetings as required.
• Handle service correspondence and keep contact lists updated.
• Support the service purchase ordering process.

Skills

Administrative skills

IT skills

Attention to detail

Communication skills

Education

5 GCSEs including English & Maths (C or above)

Tools

IT systems

Job description

As part of the Corporate Service Support (CSS) function of the Council, an opportunity has arisen to appoint a Service Support Administrator role within the structure. Corporate Service Support provides administration support across all Service areas within the Council. This role will be required to provide an agile administrative support function across the Specialist Day Service centres located in Aberystwyth, Lampeter and Cardigan.

Ceredigion Day Services form part of adult social care provision, providing day-time care and support for adults with care and support needs. The service contributes to maintaining individuals’ independence and provides access to appropriate support and social activities. Administrative support helps underpin the effective day-to-day operation of this provision.

About the role:

The main responsibilities of the role will include:

• - Manage incoming and outgoing correspondence, including email, telephone and written communications, and oversee email inboxes, ensuring enquiries are handled and directed appropriately.
• - Maintaining up to date records of service users, including filing and creating files for new service users.
• - Processing enquiries relating to new and existing service users.
• - Maintain electronic database records and inputting and extracting information from IT systems.
• - Undertake archiving duties in line with Council procedures.
• - Take minutes of staff meetings as required.
• - Deal with correspondence for the service and keep contact lists up to date.
• - Provide support on the purchase ordering process for the service.

About the Candidate:

We are seeking a person who is professional, approachable and adaptable, with the ability to maintain accuracy and confidentiality whilst providing a reliable and responsive administrative support service within a person-focused day centre environment. You must be suitably qualified with 5 GCSE or equivalent, including English & Maths at grade C or above. You will need strong administrative and IT skills, together with a methodical approach to work and excellent attention to detail.

The successful candidate will be expected to provide high-quality administrative support within a busy day service environment. You will need to be confident in managing a varied workload, prioritising competing demands and ensuring that information, records, correspondence and administrative processes are dealt with accurately and within required timescales.

Excellent communication and interpersonal skills will be important. The role will involve working alongside services supporting people with learning disabilities. The successful candidate should therefore be comfortable working in a service environment where individuals accessing support, their families, visitors and professionals may form part of their day-to-day contact. Previous experience within a care, social care, day service or similar support environment would be beneficial but not mandatory.

The postholder will be required to work flexibly from various Specialist Day Service locations, at least three days per week, specifically in Aberystwyth, Lampeter and Cardigan, to ensure service needs are met. This may sometimes be at short notice. There will also be opportunities to work from home.

Our offer to you:

We are committed to developing our people and will not only provide support to enable you to quickly and confidently take ownership of this role’s key areas of responsibility but in addition, we are committed to supporting your development in order that you can progress your career with us.

In exchange for your skills and commitment, we will offer you a range of employee benefits, including hybrid working, competitive annual leave allowance and a generous pension contribution scheme.

We believe work-life balance is very important. To support you in achieving this, you will have access to the following discretionary benefits:

• - Hybrid Working: Subject to certain conditions being met, you may choose to work from home or in an office location.
• - Flexi-time: Hours may be worked within a defined bandwidth, Monday to Friday, subject to service needs.

More information about our wide-ranging employee benefits can be found on our careers website [https://careers.ceredigion.gov.uk/lifeceredigion/what-we-offer/].

Job Description and Person Specification [https://hreforms.ceredigion.gov.uk/ufs/jdps/REQ106971_v2.pdf]

Team Ceredigion Information Pack [https://pack.careers.ceredigion.gov.uk/]

Get in touch

For further information please contact: Neil Constable, Team Leader – Corporate Service Support - [e-mail]

Note: We reserve the right to extend the application closing date.

We are committed to safeguarding and protecting children and adults at risk. As part of this commitment, certain roles within our organisation require a Disclosure and Barring Service (DBS) check to assess the suitability of candidates. This role will require an Enhanced DBS check. Please note that the presence of previous convictions will not necessarily disqualify a candidate from consideration for this position. We assess each applicant on a case‑based basis, and take into account the nature and relevance of any convictions in relation to the responsibilities of the role. Our goal is to create an inclusive and supportive work environment where all individuals are treated fairly and with respect. If you have any concerns or questions regarding this process, please feel free to contact us for clarification. Your privacy and dignity are of utmost importance to us throughout the recruitment process.

For more details regarding this vacancy, please refer to the full job description on the Ceredigion County Council careers website.