Administrative Assistant Democracy Services

Personal attributes

Essential

• Enthusiastic, confident and energetic person
• Able to plan and manage work effectively and within tight schedules
• Organised, with the ability to prioritise work
• Flexible and able to adapt easily to different situations
• Able to learn quickly
• Able to work independently and without direct supervision
• Able to see work and act accordingly and solve problems
• Reliable person
• Team worker

Desirable

Qualifications and relevant training

Essential

Advanced qualification (degree or equivalent - NVQ Level 5 or higher will be accepted) in an Administrative or Information Technology field

Desirable

Secretarial or administrative qualification

Relevant experience

Essential

• Extensive experience of using various IT programmes
• Confident in learning and using new IT programmes

Desirable

• Secretarial or administrative experience
• Experience of working within local government.
• Experience of working directly with Councillors

Skills and specialist knowledge

Essential

• First-rate Information Technology skills
• Interpersonal and communication skills
• Able to be organised and precise
• Problem solving skills
• Strong language skills
• Possession of a driving licence

Desirable

• Knowledge of local government arrangements
• The ability to produce minutes of a high standard

Language requirements

Listening and Speaking - Foundation

Able to maintain a simple conversation through the medium of Welsh and English in the everyday context of the post, using specific vocabulary that arises regularly, in order to present information.

Reading and Understanding - Foundation

Read and understand simple messages and information leaflets associated with the post through the medium of Welsh and English, and understand short and simple reports on familiar subjects.

Writing - Foundation

Able to complete simple forms and compose a letter or short e-mail through the medium of Welsh and English by using a number of familiar phrases in order to convey a simple message.

Purpose of the post

• Ensure that the people of Gwynedd are at the centre of everything we do.
• Assist the Team Leader with the day-to-day administrative work of the Democracy Team and the Democracy and Language Service.

Responsibility for functions

Main duties

Support for Members

• Provide administrative support to the democracy team (and the Democracy and Language Service) as required.
• Assist the Team Leader to develop technical provision for the Council's formal meetings.
• Assist the Democracy Team to hold hybrid and virtual meetings by providing technical expertise.
• Assist the Team Leader to develop and maintain the Council's live web-casting programme, host virtual and hybrid meetings, along with all other essential elements such as the management of microphones, votes, playing videos, etc.
• Assist the Team Leader to maintain the programme of regional meetings offering them the above-mentioned technical support.
• Assist the Team Leader to provide training for Elected Members and officers on the use of technology at formal meetings regularly and as required.
• Respond to members' questions and issues regarding connectivity at formal committee meetings.
• Assist the Team Leader to develop use of the Modern.gov programme.
• Maintain and develop the Members' intranet site.
• Take minutes at Council in-house meetings as required.
• Deal with enquiries from the public and Elected Members in relation to the committee work, and in particular any freedom of information requests.
• Provide general support for Members to carry out their general duties as part of their work as Elected Members, e.g. advise on IT matters, etc.
• Undertake any other specific duties in terms of supporting Members as required (e.g. Members' salaries, external bodies, committee calendar, training, political balance).
• Assist the service with developments in technical fields relevant to the service such as Modern Gov, web casting, remote broadcasting, voting system in the chambers, etc. and deal with any technical requirements to ensure that the committee/meeting runs smoothly.
• Undertake any administrative duties relevant to the Democracy and Language Service as required and as the opportunity arises.
• Responsibility 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.
• Responsible for managing information in accordance with the Council’s information management 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 to the salary level and responsibility level of the job.
• Responsibility to report any concern or suspicion that a child or vulnerable adult is being abused

Special circumstances

• Evening work from time to time and in different locations.
• All post-holders within the department are expected to demonstrate flexibility in their work.