ROLEADVERT

ROLE TITLE: BUSINESS SUPPORT ASSISTANT

PERMANENT

POST ID:SCS034

GRADE:BAND DSCP 17 – SCP21 (£17,372 - £19,742)

HOURS:37 hoursper week

LOCATION:Innovation House, Magorwhich may change in the future if the service location needs to relocate. Relocation or disturbance expenses will not be paid if this happens.

PURPOSE OF POST:

The purpose of this role is to contribute to the smooth running and effective provision of administrative support to Children’s Services operational teams which enables the Service to meet its purpose.

Should you require any further information regarding this post, please contact: Gill Cox, Service Manager Tel: 01633 644770

Closing Date: 12 noon on Friday 29th April 2016

Please Note that we are not able to accept CV’s

Application forms can be completed online or down loaded via:

Completed paper application forms should be returned to the following address:-

People Services, Monmouthshire County Council, PO BOX 106, CALDICOT, NP26 9AN

Appointment to this post is exempt from Rehabilitation of Offenders Act and is subject to an Enhanced Disclosure Check.

Monmouthshire County Council is an equal opportunities employer and welcomes applications from all sections of the community. All posts are open to job-share unless stated otherwise.

ROLE PROFILE

ROLE TITLE: BUSINESS SUPPORT ASSISTANT

PERMANENT

POST ID:SCS034

GRADE:BAND DSCP 17 – SCP 21 (£17,372 - £19,742)

HOURS: 37 hoursper week

LOCATION:Innovation House, Magorwhich may change in the future if the service location needs to relocate. Relocation or disturbance expenses will not be paid if this happens.

RESPONSIBLE TO:BUSINESS SUPPORT OFFICER – OPERATIONAL TEAMS

Monmouthshire Children’s Services…Who are we?

Our Purpose:-

Enabling families and communities to keep children and young people safe and to reach their full potential.

The Purpose of this Role:-

The purpose of this role is to contribute to the smooth running and effective provision of administrative support to Children’s Services operational teams which enables the Service to meet its purpose.

Expectation and Outcomes of this Role:-

The post holder is expected to work as part of a team to provide administrative support for operational children’s services teams.

The outcomes of this role will be:

  • Children, families and carers accessing our service experience a courteous, professional and effective service.
  • Practitioners are supported by administrators to use office and IT systems so that they can make the most effective use of their time and skills.

Your responsibilities are to:-

Receive visitors and answer telephone calls with an approach that puts service users first and acknowledges the importance of the first point of contact with our Service.

Assist with monitoring the accuracy of client information entered onto the Social Services user database and ensuring that all data is valid.

Take and type minutes, case notes, letters, reports and memoranda and circulation of these documents.

Maintain documents and files to ensure that information is accurate, up to date, securely stored and available for retrieval from electronic or paper archive.

Use office equipment such as fax, printer, photocopier, scanner, paper shredder etc to include maintenance of necessary supplies, ordering of stationery to ensure that the office runs smoothly.

Assist with the processing of invoices, purchase orders and the issuing of cash payments for miscellaneous expenditure.

Support teams with effective use of IT equipment, applications and telephone systems.

Work in partnership with other agencies to ensure that service users have appropriate access to services.

Identify and attend training that would be appropriate to the development of the post holder.

Assist in development of improved administrative practices and systems within the office.

Maintain confidentiality at all times to ensure that personal information is secure and handled appropriately.

Assist with all general administrative duties to facilitate the smooth running of the office, including reception and telephone duties, filing, and attending meetings as necessary.

Maintain safe working practices for self and others, in accordance with the authority’s policy statement on Health and Safety at Work.

To enable you to achieve we will ensure that you have:

  • Regular quality supervision
  • Support to develop your skills, experience and knowledge
  • Access to relevant training
  • Opportunity to work within a vibrant and committed team

What else you need to know…..Monmouthshire Values are:

Openness: We aspire to be open and honest to develop trusting relationships.

Fairness: We aspire to provide fair choice, opportunities and experiences and become an organisation built on mutual respect.

Flexibility: We aspire to be flexible in our thinking and action to become an effective and efficient organisation.

Teamwork: We aspire to work together to share our successes and failures by building on our strengths and supporting one another to achieve our goals.

And this role, will work with Monmouthshire to achieve these.

In addition:

All employees are responsible for ensuring that they act at all times in a way that is consistent with Monmouthshire’s Equal Opportunities Policy in their own area of responsibility and in their general conduct.

Person Specification

How will we know if you are the right person for the role? As the successful candidate you will have demonstrated:-

Education, qualifications and knowledge

  • Good level of IT literacy and capability
  • The possession of the European Computer Driving License (ECDL)
  • The ability to use the full range of Microsoft Office applications
  • Must possess GCSE English or equivalent level of literacy
  • Must possess GCSE Maths or equivalent level of numeracy

Experience

  • Relevant experience of working in an administrative environment.
  • Experience of organising and facilitating meetings including minute taking and experience of organising diaries.
  • Experience of working to strict deadlines
  • Experience of developing and maintaining administrative systems

Communication and interpersonal skills

  • Must possess high level oral and written communication skills.
  • Must have the ability to communicate clearly with a range of individuals and organisations.
  • Must have the ability to build good working relationships
  • High level of tact, diplomacy and a good understanding of the requirement of confidentiality.

Personal attributes

  • A professional approach to dealing with enquiries from internal and external contacts.
  • The ability to develop and maintain systems and produce documents to a professional standard.
  • Demonstrate commitment to the improvement and development of own performance and a commitment to developing new skills.
  • Able to demonstrate good organisational skills and the ability to keep to strict deadlines.
  • The ability to work effectively as part of a team or autonomously and the ability to use one’s own initiative.
  • The ability to organise own work.
  • The ability to adopt a flexible and problem solving approach to the work area.
  • Willing to abide by the Council’s Equal Opportunities Policy, including undertaking appropriate equality awareness training.

Should you require any further information regarding this post, please contact: Gill Cox, Service Manager Tel: 01633 644770

Closing Date: 12 Noon on Friday 29th April 2016

HYSBYSEB SWYDD

TEITL Y SWYDD: CYNORTHWYYDD CYMORTH BUSNES

PARHAOL

RHIF SWYDD:SCS034

GRADD:BAND DSCP 17 – SCP 21 (£17,372 - £19,742)

ORIAU: 37 awr yr wythnos

LOCATION:Tŷ Arloesedd, Magwyr a all newid yn y dyfodol os oes angen i leoliad y gwasanaeth symud. Ni thelir treuliau adleoli neu ymyrryd os yw hyn yn digwydd.

DIBEN Y SWYDD:

Diben y rôl yw cyfrannu at rediad llyfn darpariaeth cefnogaeth weinyddol i'r timau gweithredol Gwasanaethau Plant sy'n galluogi'r Gwasanaeth i gyflawni ei ddiben.

Os byddwch angen unrhyw wybodaeth bellach am y swydd hon cysylltwch os gwelwch yn dda â: Gill Cox, Rheolwr Gwasanaeth Ffôn: 01633 644770

Dyddiad Cau: 12 canol-dydd ar Dydd Gwener 29 Ebrill 2016

Gofynnir i chi nodi na allwn dderbyn CV

Gellir llenwi ffurflenni cais ar-lein neu eu lawrlwytho drwy:

Ar ôl eu llenwi, dylid dychwelyd ffurflenni cais papur i'r cyfeiriad dilynol:

Gwasanaethau Cyflogeion, Cyngor Sir Fynwy, Blwch SP 106,

CIL-Y-COED, NP26 9AN

Caiff penodiad i'r swydd yma ei eithrio o Ddeddf Adsefydlu Troseddwyr ac mae'n amodol ar Wiriad Datgeliad Estynedig.

Mae Cyngor Sir Fynwy yn gyflogwr cyfle cyfartal ac yn croesawu pob adran o'r gymuned. Mae pob swydd yn agored i'w rhannu os na nodir fel arall.

PROFFIL SWYDD

TEITL Y SWYDD: CYNORTHWYYDD CYMORTH BUSNES

PARHAOL

RHIF Y SWYDD:SCS034

GRADD:BAND DSCP 17 – SCP 21 (£17,372 - £19,742)

ORIAU: 37 awr yr wythnos

LOCATION:Tŷ Arloesedd, Magwyr a all newid yn y dyfodol os oes angen i leoliad y gwasanaeth symud. Ni thelir treuliau adleoli neu ymyrryd os yw hyn yn digwydd.

CYFRIFOL I: SWYDDOG CYMORTH BUSNES - TIMAU GWEITHREDOL

Gwasanaethau Plant Sir Fynwy .... Pwy ydyn ni?

Ein Diben:-

Galluogi teuluoedd a chymunedau i gadw plant a phobl ifanc yn ddiogel ac i gyrraedd eu potensial llawn.

Diben y Swydd:-

Diben y swydd yw cyfrannu at rediad llyfn a darpariaeth effeithlon cefnogaeth weinyddol i dimau gweithredol Gwasanaethau Plant sy'n galluogi'r Gwasanaeth i gyflawni ei ddiben.

Disgwyliad a Deilliannau’r Rôl:

Disgwylir i'r swyddog weithio fel rhan o dîm i ddarparu cefnogaeth weinyddol ar gyfer timau gweithredol gwasanaethau plant.

Deilliannau'r swydd fydd:

  • Plant, teuluoedd a gofalwyr sy'n defnyddio ein gwasanaeth yn derbyn gwasanaeth cwrtais, proffesiynol ac effeithlon.
  • Cefnogir ymarferwyr gan weinyddwyr i ddefnyddio systemau swyddfa a thechnoleg gwybodaeth fel y gallant wneud y defnydd mwyaf effeithlon o'u hamser a'u sgiliau.

Eich cyfrifoldebau yw:

Derbyn ymwelwyr ac ateb galwadau ffôn gyda dull sy'n rhoi defnyddwyr gwasanaeth yn gyntaf ac yn cydnabod pwysigrwydd y pwynt cyswllt gyntaf gyda'n Gwasanaeth.

Cynorthwyo gyda monitro cywirdeb gwybodaeth am gleientiaid a roddir ar gronfa data defnyddwyr Gwasanaethau Cymdeithasol a sicrhau bod yr holl ddata yn ddilys.

Cadw a theipio cofnodion, nodiadau achos, llythyrau, adroddiadau a memoranda a chylchredeg y dogfennau hyn.

Cynnal dogfennau a ffeiliau i sicrhau fod gwybodaeth yn gywir, cyfoes, y caiff ei storio'n ddiogel a'u bod ar gael i'w hadalw o archif electronig neu bapur.

Defnyddio offer swyddfa megis peiriant ffacs, argraffydd, llungopïwr, sganiwr, peiriant carpio papur ac ati i gynnwys cynnal cyflenwadau angenrheidiol, archebu deunyddiau papur i sicrhau fod y swyddfa'n rhedeg yn llyfn.

Cynorthwyo gyda phrosesu anfonebau, rhifau archeb a darparu taliadau arian ar gyfer gwariant amrywiol.

Cefnogi timau gyda defnydd effeithlon o offer a chymwysiadau technoleg gwybodaeth a systemau ffôn.

Gweithio mewn partneriaeth gydag asiantaethau eraill i sicrhau fod gan ddefnyddwyr gwasanaeth fynediad priodol i wasanaethau.

Dynodi a mynychu hyfforddiant a fyddai'n addas ar gyfer datblygiad y swyddog.

Cynorthwyo gyda datblygu gwell arferion a systemau gweinyddol o fewn y swyddfa.

Cadw cyfrinachedd ar bob amser i sicrhau bod gwybodaeth bersonol yn ddiogel ac y caiff ei thrin mewn modd addas.

Cynorthwyo gyda'r holl ddyletswyddau gweinyddol cyffredinol i hwyluso rhediad llyfn y swyddfa, yn cynnwys dyletswyddau derbynfa a ffôn, ffeilio a mynychu cyfarfodydd fel bo angen.

Cynnal arferion gwaith diogel ar gyfer eich hun ac eraill, yn unol â datganiad polisi'r awdurdod ar Iechyd a Diogelwch yn y Gwaith.

I'ch galluogi i gyflawni hyn byddwn yn sicrhau eich bod yn cael:

  • Goruchwyliaeth reolaidd ansawdd uchel
  • Cefnogaeth i ddatblygu eich sgiliau, profiad a gwybodaeth
  • Mynediad i hyfforddiant perthnasol
  • Cyfle i weithio o fewn tîm egnïol ac ymroddedig

Beth arall sydd angen i chi wybod ... Gwerthoedd Sir Fynwy yw ...

Bod yn agored: Anelwn fod yn agored ac onest i ddatblygu perthynas o ymddiriedaeth.

Bod yn deg: Anelwn ddarparu dewis, cyfleoedd a phrofiadau a teg a dod yn sefydliad sydd wedi adeiladu ar barch pobl at ei gilydd.

Bod yn hyblyg:Anelwn fod yn hyblyg yn ein syniadau a'n gweithredoedd i ddod yn sefydliad effeithlon ac effeithiol.

Gwaith tîm: Anelwn gydweithio i rannu ein llwyddiannau a'n methiannau drwy adeiladu ar ein cryfderau a chefnogi ein gilydd i gyflawni ein nodau.

A bydd y rôl yma'n gweithio gyda Sir Fynwy i gyflawni hyn.

Yn ogystal:

Mae pawb a gyflogir yn gyfrifol am sicrhau eu bod bob amser yn gweithredu mewn ffordd sy'n gyson â Pholisi Cyfle Cyfartal Sir Fynwy yn eu maes cyfrifoldeb eu hunain ac yn eu hymddygiad cyffredinol.

Manyleb Person

Sut fyddwn ni'n gwybod os mai chi yw'r person cywir ar gyfer y swydd? Fel yr ymgeisydd llwyddiannus, byddwch wedi dangos:

Addysg, cymwysterau a gwybodaeth

  • Lefel dda o lythrennedd a gallu gyda thechnoleg gwybodaeth
  • Meddu ar Drwydded Yrru Gyfrifiadurol Ewropeaidd (ECDL)
  • Y gallu i ddefnyddio'r ystod lawn o raglenni Microsoft Offfice
  • Rhaid bod â TGAU Saesneg neu lefel gyfwerth o lythrennedd
  • Rhaid bod â TGAU Mathemateg neu lefel gyfwerth o rifedd

Profiad

  • Profiad perthnasol o weithio mewn amgylchedd gweinyddol
  • Profiad o drefnu a hwyluso cyfarfodydd yn cynnwys cadw cofnodion a phrofiad o drefnu dyddiaduron
  • Profiad o weithio i amserlenni caeth
  • Profiad o ddatblygu a chynnal systemau gweinyddol

Sgiliau cyfathrebu a rhyngbersonol

  • Rhaid bod â lefelau uchel o sgiliau cyfathrebu llafar ac ysgrifenedig
  • Rhaid bod â'r gallu i gyfathrebu'n glir gydag amrywiaeth o unigolion a sefydliadau
  • Rhaid bod â'r gallu i adeiladu cysylltiadau gwaith da
  • Pwyllog iawn, diplomatig a gyda dealltwriaeth dda o ofyniad cyfrinachedd.

Nodweddion personol

  • Dull proffesiynol o ddelio gydag ymholiadau gan gysylltiadau mewnol ac allanol.
  • Y gallu i ddatblygu a chynnal systemau a chynhyrchu dogfennau i safon broffesiynol.
  • Dangos ymrwymiad i wella a datblygu eich perfformiad eich hun ac ymrwymiad i ddatblygu sgiliau newydd.
  • Gallu i ddangos sgiliau trefnu da a'r gallu i gadw at amserlenni caeth.
  • Y gallu i weithio'n effeithlon fel rhan o dîm neu'n annibynnol a'r gallu i ddefnyddio eich cymhelliant eich hun.
  • Y gallu i drefnu eich gwaith eich hun.
  • Y gallu i fabwysiadu dull hyblyg a datrys problemau yn y gweithle.
  • Parod i gydymffurfio gyda pholisi Cyfle Cyfartal y Cyngor, yn cynnwys dilyn hyfforddiant ymwybyddiaeth cydraddoldeb priodol.

Os ydych angen unrhyw wybodaeth bellach am y swydd hon, cysylltwch os gwelwch n dda â: Gill Cox, Rheolwr Gwasanaeth Ffôn: 01633 644770

Dyddiad Cau: 12 canol-dydd ar Dydd Gwener 29 Ebrill 2016