Administrative Officer

October 2019, Janet Darby - Business Support

SOUTH WALES FIRE AND RESCUE SERVICE

JOB DESCRIPTION

Department

Business Support Unit

Post

Administrative Officer – A

Post No

NU421 - 4

Grade

Grade 5

Location

SWFRS Headquarters

Responsible to

Administrative Supervisor

This job description refers to the main purpose and responsibilities of
the post. It does not necessarily list in detail all of the tasks required to
carry out these responsibilities. This job description will be reviewed as
and when necessary to ensure that it meets the Service’s business
requirements.

MAIN PURPOSE OF THE POST

To provide administrative support for departments across the organisation

DUTIES AND RESPONSIBILITIES

This job description refers to the principal duties and responsibilities of the
post. It does not necessarily list in detail all the tasks required to carry out
these duties and responsibilities. This job description will be reviewed as and
when necessary and at least annually to ensure it meets the Service’s
business requirements.
The main duties of the post will be to provide general administrative support
for Directorates across the organisation, to include some or all, but not
exclusively the following.

Principal Duties

1. Provide general administrative support to the Administrative Supervisor
and all directorates across the organisation – e.g. Community Safety to
include photocopying, scanning, filing, mailshots, and other similar
administrative tasks, as required.

2. To undertake general maintenance and upkeep of files, electronic filing

systems, including the creation of new files, management of old and
live files.

October 2019, Janet Darby - Business Support

3. Maintain and interrogate databases as required by the Service to
provide information in an accurate, timely and efficient manner,
including the uploading of documents and information onto internet and
intranet. e.g. Headlines and Front Page.

4. To assist Community Safety in arranging HFSC checks by taking calls,

emails and allocating to practitioner or stations through the medium of
Welsh and English.

5. Contact local companies, stakeholders, and businesses to acquire
raffle prizes for the annual presentation evening.

6. Accurate data entry within Business Support and across all
departments. e.g. support to Crimes and Consequences, input of
surveys.

Secondary Duties
7. Maintain the Business Support ‘in box’ and 24/7 actioning where

appropriate.

8. Provide switchboard and reception cover (including door entry) as
required.

9. To collect, deliver and despatch mail throughout the organisation as
directed by the administrative supervisor.

10. To assist in undertaking research with other local or public authorities,
voluntary organisations, and the private sector with regard to business
administration and related ICT developments and improvements and to
establish best practice networks.

General Duties
11. To attend in-house and external training courses as required.
12. To undertake in addition to the above duties and responsibilities such

additional duties as may result from time to time from changing
circumstances, but which will not change the general character or level
of responsibility accorded to the post.

13. To implement the principles of the Service’s Equal Opportunities and

Diversity Policies and Welsh Language Schemes whilst carrying out
the above duties.

14. To ensure awareness and compliance with any directorate, department

or team plans that may be implemented from time to time and ensure
awareness and compliance with any systems or procedures
implemented within the department.

October 2019, Janet Darby - Business Support

15. To discharge such other duties commensurate with the grade of the

post as may from time to time be required by the Director or Head of
Service or Supervisor.

16. To adhere to Health & Safety Legislation/Relevant Service Policies and

Procedures and to take reasonable care for the health and safety of
yourself and other persons who may be adversely affected by your
acts/omissions.

17. Comply with Standing Orders, Financial Regulations, Organisational

Policies and Procedures and any other instructions or procedures that
may be published or issued from time to time

ORGANISATIONAL VALUES
In performing the above role, all employees of the Service are required to
observe and promote the Service’s Core Values to be, at all times:

• Professional

• Caring

• Respectful

• Dedicated

• Trustworthy

• Dynamic

• Disciplined

• Resilient