Administrative Support Officer/word Processor - Llantrisant, United Kingdom - South Wales Fire and Rescue Service

South Wales Fire and Rescue Service
South Wales Fire and Rescue Service
Verified Company
Llantrisant, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
Updated August 2019


SOUTH WALES FIRE AND RESCUE SERVICE
*****Department

Business Support
**Post

Administrative Support Officer/Word Processor

Operator
**Post No

NU405
**Grade

5
**Location

FSHQ
**Responsible to

Administrative Supervisor
**Responsible for

N/A

Responsibility for

Physical Resources

N/A

Responsibility for

Financial Resources
**NA

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 general administrative support and accurate production of

documents for departments across the organisation together with

secondary cover for reception, switchboard and mail services.
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:

DUTIES AND RESPONSIBILITIES

Principal Duties

  • To provide general and clerical support including administrative
assistance, photocopying, filing, printing and binding.


  • To provide accurate production of documents for departments across
the Service.

Updated August 2019


  • To provide secondary switchboard and reception cover as required.
Duties to include answering, screening and forwarding incoming phone
calls, giving equality to the Welsh and English language, including door
entry system. Service visitors by greeting, welcoming, and directing
them appropriately, maintaining signing in book and issuing visitor
badges.


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


  • Check in advance meeting room bookings, arrange room set up and
ICT requirements, provide refreshments and arrange buffets.


  • 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.


  • To assist in the organisation of events, ceremonies, and awards,
throughout the organisation, providing administrative support as
required, including co-ordinating the Service Standard Bearer (Colour
Party) team for attendance at events and the organisation of an annual
presentation evening and combined emergency services Carol Service.

checks and allocate to station or practitioner with accurate details.


  • Provide administrative support to the Fire Cadet Programme, including
guardians that they've been selected to attend open evenings.
Transferring data onto attendance registers for each Unit. Ensure
medical consent forms and emergency contact details are updated 6
monthly, disseminate this information to Cadet Managers. Produce
and maintain BTEC folders. Check Fire Cadet 'in box' twice weekly
and action where appropriate.


  • Provide external administrative support to the Crimes and
Consequences department, including collecting and chasing
department information. Inputting and managing the relevant
confidential information into spreadsheets and databases accurately to
reflect the correct details for company stats and data.


  • Provide administrative support to our Community Safety Team in
regards to our working projects programme. Working to deadlines
whilst creating and distributing external letters, receiving incoming calls
and updating company database to forward on to local stations.

Updated August 2019


Secondary duties

  • To provide general support for the Business Support Unit, as required.
  • To participate in inter-departmental, corporate and external working
groups and meetings as directed and to liaise with other departments,
public and other outside bodies and organisations.


  • To provide support and assistance to other members of staff to assist
them in meeting the requirements of the service.


  • To assist in undertaking research with other Local or Public Authorities,
voluntary organisations and the private sector related to business
administration and related ICT developments plus improvements and
establishing best practice networks.


General Duties

  • To attend in-house and external training courses as required.
  • 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.


  • To implement the principles of the Service's Equal Opportunities and
Diversity Policies and Welsh Language Schemes whilst carrying out
the above duties.


  • To ensure awareness and compliance with any directorate, department
or team plans that
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