TENDRING DISTRICT COUNCIL

ROLE DESCRIPTION

Job Title:Administrative Support and Projects OfficerPost No:NEW

Department:RegenerationGraded: 4-5

Reports to:Regeneration Manager

  1. Main Purpose of the Role

To provide and maintain generaladministrative functions and provide a project support function for the Regeneration Team.

2. Principal Activities

a)To provide support to the Regeneration Team on regeneration projects.

b)To provide an efficient and effective support and administration service to the Regeneration Team including typing from hand-written drafts, shorthand dictation or transcribing a variety of correspondence, memoranda, and reports.

c)Timetabling, processing and collating Council, Cabinet, Committee and other reports as required.

d)Managing the Regeneration Manager’s diary, scheduling meetings and appointments for the Team and co-ordinating arrangements with attendees.

e)Receiving visitors as the first point of contact and offering hospitality when necessary.

f)Maintaining and co-ordinating office systems, filing, records and returns.

g)Answering incoming calls and dealing with minor enquiries.

h)Assisting Members on behalf of the Regeneration Team.

i)Undertaking research or other such other such tasks as may be assigned.

j)Assisting in other departmental administrative, clerical and typing tasks as required.

k)Maintaining performance information, financial information and other statistical records and collating financial information using appropriate IT systems.

l)Co-ordinate Data Protection, Freedom of Information and Environmental Information responses across the department.

m)To act as a staff development champion for the Department supporting Section Managers in developing, producing and implementing the Department’s Learning and Development Plan.

n)Such other duties as may be assigned by the Regeneration Manager.

  1. Corporate Responsibilities
  • You must work to any standards imposed by the Council in maintaining and improving its status under Investors in People (IiP)
  • Must achieve good performance on relevant performance indicators both local and statutory and ensure that all employees understand the aims and objectives of the service, and are able to maximise potential and achievement.
  • You are required to promote, apply and adhere to the Council’s HR and ICT policies, procedures and schemes, including Age, Alcohol, Drugs and Substance Abuse, Equality and Diversity, Flexible Working Hours, Discipline, Grievance, Harassment, Health, Safety & Welfare; Lone Working, Appraisal (My Performance), No Smoking, Sickness & Ill Health, Stress, Race Awareness, Violence at Work and Working Time Regulations. EMail, Internet, Intranet, IT Monitoring, ICT Security, Records Management and Retention as well as financial and contract regulations, delegated powers, the Data Protection Act and the Freedom of Information Act.
  • Must maintain high quality corporate and service standards and best practice as required.
  • Must work towards achieving good performance on relevant performance indicators both local and statutory as part of a team.
  • The post holder will liaise with staff to HoD level internally and with Members, members off the public, Parish Council’s, organisations, contractors and suppliers externally.
  • The post holder should seek the advice of the Head of Department on difficult or contentious issues.
  1. Special Conditions
  • You will be required to attend evening meetings, work all reasonable hours to ensure deadlines are met and attend out-of-hours emergencies from time to time.
  • You must keep up to date with and implement any changes insofar as they apply to your role be they new or amended legal requirements, internal and external policies or any Council or delegated decisions.
  • Annual Leave not to be taken during college terms when on sponsored qualification courses. (e.g. Career Grade posts)

This job description is a guide to the duties the post-holder will be expected to undertake. It is neither exhaustive nor exclusive and will be changed as working requirements dictate.

February 2016

TENDRING DISTRICT COUNCIL

PERSON SPECIFICATION

Job Title:Administrative Support and Projects OfficerPost No:NEW

It will help the assessment of your application if you ensure it addresses each of the requirements set out in this document.

PROFESSIONAL & TECHNICAL DEVELOPMENT

  1. GCSE (A*-C) in English and Mathematics
  2. NVQ level 3 in either Business Administration or Customer Service or equivalent
  3. Level 2 Team Leading would be an advantage
  4. Use of Word/Powerpoint/Excel/E Mail and other relevant IT systems.(a Level 2 IT qualification would be an advantage)
  5. Experience of undertaking duties of a similar nature to those in the job description.
  6. Ideally, experience of supporting a senior manager

COMPETENCY REQUIREMENTS

The following competencies will be used in making the initial selection decision:

1.1Deciding and Initiating Action

  1. Makes prompt, clear decisions which may involve tough choices or considered risks.
  2. Takes responsibility for actions, projects and people.
  3. Takes initiative, acts with confidence & works under own direction.
  4. Initiates and generates activity.

2.1Working with People

  1. Demonstrates an interest inand understanding of others
  2. Adapts to the team and builds team spirit
  3. Recognises and rewards the contribution of others
  4. Listens, consults others and communicates proactively
  5. Supports and care for others
  6. Develops and openly communicates self-insight such as an awareness of won strengths and weaknesses

3.1Relating and networking

  1. Establishes good relationships with customers and staff
  2. Builds wide and effective networks of contacts inside and outside the organisation
  3. Relates well to people at all levels
  4. Manages conflict
  5. Uses humour appropriately to enhance relationships with others

6.1Planning and organising

  1. sets clearly defined objectives
  2. Plans activities and projects well in advance and takes account of possible changing circumstances
  3. Manages time effectively
  4. Identifies and organises resources needed to accomplish tasks;
  5. Monitors performance against deadlines and milestones.

6.3Following instructions and procedures

  1. Appropriately follows instructions from others without unnecessarily challenging authority
  2. Follows procedures and policies
  3. Keeps to schedules
  4. Arrives punctually for work and meetings
  5. Demonstrates commitment to the organisation
  6. Complies with legal obligations and safety requirements of the role

Applicantsshould note:

  • That the above competencies are part of the Council’s Universal Competencies Framework and therewill beother competencies relevant to this role that will be used in the on-going appraisal of the person appointed.
  • The successful postholder will be expected to undertake the personal development necessary to meet fully the requirements of the Role Description and Person Specification e.g. gaining a qualification to validate knowledge obtained through experience.
  • Applicants should also take note of the requirements of the Career Grade for this post. The Career Grade details additional requirements that will be used to determine the pay rate on appointment and in the management of performance and pay progression after appointment.

CAREER GRADE SCHEME

Service / Regeneration / Applies to Post No(s) / NEW
Post Title / Support and Projects Officer / Grades / 4 - 5
Level 1 – Initial appointment and induction – Pay Grade 4 SCP 18
Level 2 – Criteria to be met before progression to Pay Grade 5 SCP 22
Competency / Criteria Ref: / Heading / Behaviours
1 / (2.1) - Working with People / a)Demonstrates an interest in and understanding of others
b)Adapts to the team and builds team spirit
c)Recognises and rewards the contribution of others
d)Listens, consults others and communicates proactively
e)Supports and cares for others
f)Develops and openly communicates self-insight such as an awareness of own strengths and weaknesses
2 / (3.1) - Relating and networking. / a)Establishes good relationships with customers and staff
b)Builds wide and effective networks of contacts inside and outside the organisation
c)Relates well to people at all levels
d)Manages conflict
e)Uses humour appropriately to enhance relationships with others
(4.1) Writing and Reporting / a)Writes clearly, succinctly and correctly.
b)Writes convincingly in an engaging and expressive manner
c)Avoids the unnecessary use of jargon or complicated language
d)Writes in a well-structured and logical way;
e)Structures information to meet the needs and understanding of the intended audience
3 / (4.2) - Applying Expertise and Technology. / a)Applies specialist and detailed technical expertise.
b)Develops job knowledge and expertise (theoretical and practical) through continual professional development.
c)Shares expertise and knowledge with others.
d)Uses technology to achieve work objectives.
e)Demonstrates appropriate physical co-ordination and endurance, manual skill, spatial awareness and dexterity.
f)Demonstrates an understanding of different organisational departments and functions.
(6.1) Planning and organising / a)Sets clearly defined objectives
b)Plans activities and projects well in advance and takes account of possible changing circumstances
c)Manages time effectively
d)Identifies and organises resources needed to accomplish tasks;
e)Monitors performance against deadlines and milestones.
4 / (6.2) Delivering Results and Meeting Customer Expectations. / a)Focuses on customer needs and satisfaction;
b)Sets high standards for quality and quantity;
c)Monitors and maintains quality and productivity;
d)Works in a systematic, methodical and orderly way;
e)Consistently achieves project goals.
5 / (6.3) Following instructions and procedures. / a)Appropriately follows instructions from others without unnecessarily challenging authority
b)Follows procedures and policies
c)Keeps to schedules
d)Arrives punctually for work and meetings
e)Demonstrates commitment to the organisation
f)Complies with legal obligations and safety requirements of the role
6 / Coping with Pressure (7.2) / a)Works productively in a high pressure environment
b)Keeps emotions under control during difficult situations
c)Balances the demands of a work life and a personal life
d)Maintains a positive outlook at work
e)Handles criticism well and learns from it
Knowledge & Formal Training / 7 / GCSE (A*-C) English Language or equivalent / Requirement at all grade levels
8 / ICT / Requirement at all grade levels
Word, Excel, Outlook, Internet, Intranet
Specific data base systems within this post as listed below:
  • Also IDEA Marketplace -(purchasing/invoicing)
  • DVLA – abandoned vehicles
  • Agresso – Finance monitoring
  • Intelligence Database – linking up to external resources
  • Effectively ensuring information on computer systems such as Uniform designed for Council use is kept up to date and accurate
  • (entering complaints/licensing/record keeping etc)
  • IDOX document management system
  • Publisher
  • Adobe
Power point
9 / Experience of delivering a customer focused service to the general public / A minimum of one year’s office experience working in a customer focused organisation including dealing with the public either face to face or over the telephone would be an advantage
10 / Level 3 NVQ / Either Business Administration (preferred) or Customer Service
11 / Level 2 Team Leading / Hold a Level 2 Team Leading qualification
Tasks / Skills / Criteria Ref: / Item / Performance
12 / Cross Departmental Working / Successful experience of working in delivering a good level of environmental business support in a customer focused mannerin at least 4 of the areas
  • Waste
  • Pollution
  • Welfare Funerals
  • Land Charges
  • Food H & S
  • Finance Management
  • FOI
  • Data Protection
  • Dog Wardens
  • Regeneration
  • Scanning Indexing

There is an on-going need for staff to operate at the higher level.

It is important that the contents of this Career Grade Scheme remains relevant to the current and future needs of the Council. They are therefore subject to annual management review and amendment.

Approved / Regeneration Manager / Date
Workforce Dev Mgr / Date

For the purpose of the Human Resource Department only

Signed / Date
Existing employees
Letter sent to employee
Copy for Exchequer
Copy for employees personnel record
Recruitment
PDF version attached to recruitment site on internet
PDF version attached to Workforce
Copy for interview panel