Service Area: Development Services / Date received: Enter here
Purpose of job – Give one statement explaining the job’s overall objectives
To provide administrative support to the Development Services in the processing of Building regulations applications and other associated duties. Provide information to the general public and internal departments, in order that the Development Services can provide an effective and efficient service.
Main responsibilities – Give a maximum of eight brief descriptions of what the main responsibilities are and assign time percentage values against each one. / %
Input Building Regulations information given on application forms to produce application files and input all information on to the computer system Research the history of the property/development to provide all relevant information to officers. Ensure fee appraisal is undertaken and process the Building Regulations Application using the in house computer system, producing all necessary letters and documents including those relating to outstanding fees and fee refunds. Ensure all information inputted is correct on the data base. / 60%
Maintain and update the application diary to ensure all applications are decided within the statutory time periods. Daily locate and distribute files for decision to the appropriate case officer. Produce and despatch the decision notices and appropriate enclosures, letter and plans / 10%
Deal with information requests from Solicitors, general public and internal departments. Research information and provide copies of decisions and other relevant information as appropriate. Advise the client of any costs involved and ensure payment. Utilise both mainframe and PC based computer data bases and operational systems to input and extract relevant Building Control reports and statistics / 10%
Maintain and update the register of dangerous structures, fire safety reports, demolitions and all other Building Control registers and advise the Chief Building Control Officer of progress and expiry dates. / 5%
To be responsible for the operation of Building Control administration support and produce reports and statistics as required by the Chief Building Control Officer for both internal and external use. / 5%
Produce all orders for the Building Control Section including Structural Engineers orders, check all invoices for accuracy of costs, times, service and goods and advise CBCO for authorisation / 5%
Assist in the training for all new and existing staff on the Councils computer system / 5%
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Dimensions – Quote figures which give a picture of the job in any annual budgetary amounts which the job is either directly or indirectly concerned with or any other statistics related to the work.
A, The Warwick Building Control Group consists of 27 staff.
B, Revenue Budgets of 1.1 million is managed directly.
C, Estimated income 2014-2015:- 1.2 million.
D, Approximate number of applications: - 1500 Warwick, 1200 Coventry, 650 Rugby, 400 Daventry (ranging from small domestic extensions to multi-million pound commercial schemes) are processed per annum.
E, Approximately 90 – 100 inspections statutory and non-statutory inspections are undertaken each day.
Scope for Impact – Describe in two or three examples the impact of this role on delivering the service and how it relates to Customer’s satisfaction and the key accountabilities.
The post has a role in ensuring that all necessary procedures are in place to permit
officers to undertake all their statutory and non-statutory functions. Failure of this
post to carry out its required duties could result in applications not being decided
within its statutory time period thus requiring the deposited fees to be returned and the
development deemed approved. Without accurate operation of the
computerised and paper-based admin system, checks on building and other work
may not be carried out satisfactorily and could damage the sections self financing
status. Any of these failures could be to the detriment of Health and Safety in the
District and will leave the Council open to legal action.
The post holder will be required to be customer focused, and committed to develop and maintain an effective service within an increasingly competitive market. To promote the service to potential customers and develop customer relationships and partnership arrangements in order that the service maintains its attraction to major clients and maximises income.
The effectiveness of the service delivery will significantly impact on the income received to support the fee earning service and the consequent ability to deliver the statutory elements of the service.
Challenges – Describe the most difficult, complex or challenging part of this job and explain why.
The post holder must be able to prioritise their own work load to meet the demands put on the service and to meet performance indicators, and be efficient and effective in dealing with processing applications, research on applications, emails and all other correspondence together with responding to calls from demanding customers and their expectations of the service, who all require to be dealt with professionally whilst remaining customer focused.
Additional Information – Use this area to briefly explain any aspects of the job that have not been adequately covered in previous sections.
The post holder needs well developed communication skills in order to respond rapidly and effectively to members of the public and professional bodies. The post holder must also be self-motivated, professional, knowledgeable on procedures and systems highly organised and extremely adaptable in order to meet the constantly changing role of the Building Control Department, and exercise professionalism in dealing with the Public and clients. The post holder will be expected to be flexible in the working environment and may well be required to support other areas/sections within the Council.
Public expectations of the service delivery are high, and the group must provide a highly efficient and effective service in order to meet competition from independent approved inspectors.
Approval
Postholder signature
Date: /
Head of Business Unit or nominee signature
Date:
Job Title: Technical Administration Officer / Job number: Enter Here
Service Area: Development Services / Date received: Enter Here
Attributes / Essential / Desirable
Job Specific Qualifications & Experience / RSA Higher Diploma in Administrative Procedures or equivalent OR a higher recognised qualification.
4no G.C.S.E. at grade ‘C’ or above including English Language and Mathematics.
Administrative skills applicable to the range of duties required of the post.
3 years experience in an administrative environment, preferably associated with Building activity utilising computerised systems.
Excellent working knowledge and practical experience of IT / Enter Here
Non Job Specific Qualifications & Experience / The ability to work under pressure and produce consistently clear and concise work, enthusiastic, self motivated and well organized and prioritise workload. / Enter Here
Job Specific Knowledge, Skills & Abilities / The ability to use written and oral communication skills which communicate ideas and views with clarity and impact, to communicate effectively to clients and the wider Public.
Have a commitment to ensure the achievement of key objectives/targets inline with service and corporate aims and objectives, and must be able to work on own initiative within a team environment
Ability to use modern IT software.
Ability to use modern IT software.
To actively promote the service to existing and potential customers. / Enter Here
Non Job Specific Knowledge, Skills & Abilities / Enter Here / Enter Here
Other Requirements / Enter Here / Enter Here
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