Swydd-ddisgrifiad a phrif gyfrifoldebau manwl

1.      Be the first point of contact for the Head of Service. Screen telephone calls, dealing with as many issues/queries as possible independently, taking detailed messages for the Head of Service as appropriate.

2.        Direct complaints and/or urgent queries to senior team in Head of Service’s absence

3.        Manage the Head of Services’ diary to ensure they have manageable daily commitments, leaving time for travelling and meal breaks as required. Ensure meetings are appropriately grouped geographically, and maximise use of video and telephone conferencing to minimise time spent travelling.

4.        Manage the Head of Services’ emails, dealing with as many emails as possible independently and flagging the remainder to indicate those which appear urgent, those which need discussion before being dealt with, and those that are for information or for the Head of Service to handle personally. Use the corporate flagging system.

5.        Use the corporate filing system to manage the Head of Services’ inbox, filing emails appropriately to ensure adequate space is maintained and it is easy to retrieve filed emails if needed.

6.        File paper and scanned documents in appropriate system.

7.        Organise meetings (internal and external) ensuring rooms are resourced appropriately with equipment, refreshments etc. and are cleared away afterwards.

8.        For service associated meetings not led by the admin hub, prepare and maintain meeting plans, identify standing and other planned items for each meeting. Draft agendas for agreement by the Head of Service. Gather papers required and ensure they are sent out in advance on time. Take formal minutes/action log as required. Progress/chase any agreed actions and update the Head of Service in advance of the next meeting.

9.        For HR meetings that are chaired by the Head of Service provide administrative support ensuring invite letters, statement packs are sent out in advance on time. Take formal minutes. Ensure outcome letters are sent in a timely manner.

10.   Event organisation: ensure venues are sourced, organising structured programmes, scheduling speakers, monitoring attendance.

11.   Book 1-1s and PDRs with Head of Services direct reports throughout the year.

12.   Coordinate and complete the HR data requirements for the Head of Services’ direct reports e.g. appraisal, statutory/mandatory training, sickness & pay returns. Advise the Head of Service of any areas of non-compliance.

13.   Undertake ad hoc projects or other administrative duties as requested by the Head of Service.

14.   Edit documents prepared in draft by Head of Service, ensuring the final version is clear, well written and presented well on the page. Use corporate formats.

15.   Design and/or edit spread sheets as required, ensuring they are clear, accurate and understandable.

16.   Use initiative to resolve minor queries and draft replies for checking and signature.

17.   Ensure that financial systems are complied with for orders of goods or services, code invoices appropriately and monitor specified budgets.

18.   Continually review own and team work procedures to develop and implement more efficient and effective ways of working.