Service Support Administrator

Ceredigion County Council; United States; Hybrid; USD 28,000 - 43,000; Full time

Benefits offered by this job

Hybrid working

Flexible hours

Generous pension scheme

Cycle to work scheme

Learning and development

Job summary

Ceredigion County Council is recruiting a Service Support Administrator to provide agile administrative support across Specialist Day Service centres in Aberystwyth, Lampeter and Cardigan. The role supports day-to-day operations, records management, and correspondence handling in a person-centered environment.

You will join a team offering hybrid working, a supportive development culture, and opportunities for flexible working.

Qualifications

• 5 GCSEs or equivalent, including English & Maths at grade C or above.
• Strong administrative and IT skills with attention to detail.
• Methodical, accurate, and able to manage a varied workload.
• Excellent communication and interpersonal skills.
• Comfortable working in a day service environment with service users and families.

Responsibilities

• Manage incoming and outgoing correspondence, including email, telephone and written communications, and oversee email inboxes.
• Maintain 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.

Skills

Administrative skills

IT skills

Attention to detail

Communication

Education

GCSEs including English & Maths

Tools

DBS check process

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.
  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-by-case 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.

What we offer

• Work-life balance
• Lifestyle savings scheme
• Generous employer pension scheme
• Cycle to work scheme
• Learning and development

Where you'll work

Democratic Services We play a key role in ensuring the smooth and efficient management of the decision-making process of the Council, including support and advice to Councillors; PA, administrative and project management support to all service areas; facilitating elections; the communications team; translation and the Welsh Language policy officer. Our key functions include:

• + Corporate Service Support: PA and Administrative support; Business support including project management and minute taking.
• + Democratic Services: Councillors; Council, Cabinet, Overview and Scrutiny Committees and Regulatory Committees.
• + Electoral Services: General and local elections; Management of electoral register.
• + Communications Team: Manage communication activities corporately; support services in campaigns and projects; deal with the press and media; develop and issue press releases; manage social media pages.
• + Translation: Documents and simultaneous translation.
• + Welsh Language Standards: Operational; Policy making; Promotion; Monitoring; Service delivery.

Penmorfa Penmorfa is our most central office, it is where our Chief Executive and Councillors are based.

Aberaeron Aberaeron is a picture perfect harbour town and is one of Ceredigion's best loved holiday destinations with fashionable places to stay and eat.