Support Officer

Gwynedd Council; United Kingdom; Remote; GBP 24,000 - 32,000; Full time

Job summary

Gwynedd Council is seeking a capable administrative professional to provide comprehensive support to the Head of Department and assist with the management and order of their function in a professional, sensitive and confidential manner.

You will maintain diaries, arrange meetings, take accurate minutes, draft responses, manage records, and act as a key contact for elected officials and agencies. Welsh/English bilingual environment; apply in Welsh preferred.

Qualifications

• Essential IT skills, including familiarity with Microsoft 365 applications.
• Ability to work carefully and accurately.
• Desirable: ability to work accurately and effectively to specified deadlines.

Responsibilities

• Provide high-quality, comprehensive administrative support to the Head of Department and, as required, to the Department’s Assistant Heads and managers.
• Maintain diaries and arrange meetings for the Head of Department and, as required, for the Department’s Assistant Heads and managers.
• Ensure effective administration and take accurate and detailed minutes at meetings as required.
• Maintain office systems, including filing and tracking correspondence.
• Act as the first point of contact for elected Council members, Members of the Senedd, Members of Parliament, and other agencies.
• Draft responses to correspondence on behalf of the Head of Department as required.
• Gather information at the request of the Head of Department.
• Provide support in the absence of other secretaries as needed.
• Take responsibility for specific aspects of service administration.
• Coordinate Department/Service committee reports, including preparing and translating reports and related materials where necessary.
• Process payments and billing for service as required.
• Responsible 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.
• Responsibility for managing information in accordance with the Council’s information management standards and 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 with the salary level and responsibility level of the job.
• Responsible for reporting any concern or suspicion that a child or vulnerable adult is being abused.

Job description

Job Advertisement

Gwynedd Council offers an attractive employment package, Gwynedd Council operates internally through the medium of Welsh, and offers all its services bilingually. The applicant will be required to reach the linguistic level noted as one of the essential skills in the Person Specification. We encourage everyone who applies for a job with Gwynedd Council to submit job applications in Welsh or bilingually. (Applications submitted in English only or Welsh only will always be treated equally, but we ask applicants to consider carefully what the linguistic requirements of the job in question is and if it would be more appropriate to submit an application in Welsh.) For further information about this post please contact Ian Jones on [e-mail] Interviews will be held on 2.10.26 Application forms are available from Support Service, Gwynedd Council, Council Offices, Caernarfon, LL55 1SHTel: 01286 679076E-Mail: [e-mail] CLOSING DATE: 10:00 AM,25.9.26 If you are successful to be short listed for an interview you will be contacted by E-MAIL using the address provided on your application form. You need to ensure that you check your email regularly. Information Pack Corporate Services - comp.pdf

Personal attributesEssentialAble to work as a member of a team and individually.Can work under pressure and meet tight deadlinesAble to manage your own time, giving consideration to work prioritiesCan respond calmly and logically in a conflicting situationAble to work accurately and thoroughly without supervision.The ability to deal with people courteouslyThe confidence to deal with officers on various levels.The ability to deal with sensitive and confidential situations.

Skills and specialist knowledgeEssentialIT skills, including familiarity with Microsoft 365 applications.Ability to work carefully and accurately.DesirableAbility to work accurately and effectively to specified deadlines.

Language requirementsEssentialListening and Speaking – HigherAble to follow a conversation or discussion through the medium of Welsh and English on a professional level and discuss general day to day topics in the field in order to present information and express opinions.Able to give a pre-prepared presentation and respond to any comments and questions on it in Welsh or English. Reading and Understanding - HigherAble to understand standard written Welsh and English; both formal and informal.Able to gather information from various sources such as letters, reports, articles through the medium of Welsh and English in order to fulfil the post. Writing - Intermediate Able to write letters for a specific purpose, e-mails and short reports in Welsh and English, using vocabulary and simple phrases that are familiar to the field of work (They will need to be cheked before being sent out).

Job Description

Purpose of the post

• Ensure that the people of Gwynedd are at the centre of everything we do.
• Provide full administrative and secretarial support to the Head of Department and assist him/her with the management and order of his/her function in a professional, sensitive and confidential manner.
• Act with loyalty towards the Head of Department’s professional objectives. The post holder will also be responsible for general specific functions in the Department.

Responsibility for functions-Main duties

• Provide high-quality, comprehensive administrative support to the Head of Department and, as required, to the Department’s Assistant Heads and managers.
• Maintain diaries and arrange meetings for the Head of Department and, as required, for the Department’s Assistant Heads and managers.
• Ensure effective administration and take accurate and detailed minutes at meetings as required.
• Maintain office systems, including filing and tracking correspondence.
• Act as the first point of contact for elected Council members, Members of the Senedd, Members of Parliament, and other agencies.
• Draft responses to correspondence on behalf of the Head of Department as required.
• Gather information at the request of the Head of Department.
• Provide support in the absence of other secretaries as needed.
• Take responsibility for specific aspects of service administration.
• Coordinate Department/Service committee reports, including preparing and translating reports and related materials where necessary.
• Process payments and billing for service as required.
• Responsible 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.
• Responsibility for managing information in accordance with the Council’s information management standards and 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 with the salary level and responsibility level of the job.
• Responsible for reporting any concern or suspicion that a child or vulnerable adult is being abused.

Special circumstances-