Job Description

Reference:
25-28514
Job title:
Administrative Officer Human Resources
Directorate:
Corporate Services
Service:
Support
Closing date:
04/07/2025 10:00
Job type/Hours:
Temporary year | 37 Hour
Salary:
27,711 - 30,060 a year
Pay Scale:
S1
Location(s):
Caernarfon

Gwynedd Council offers an attractive employment package, for more information please click on this

Information Pack

Gwynedd Council operates internally through the medium of Welsh, and offers all its services bilingually. The applicant will be required to reach the linguistic level noted as one of the essential skills in the Person Specification.


We encourage everyone who applies for a job with Gwynedd Council to submit job applications in Welsh or bilingually.


(Applications submitted in English only or Welsh only will always be treated equally, but we ask applicants to consider carefully what the linguistic requirements of the job in question is and if it would be more appropriate to submit an application in Welsh.)


For further information about this post please contact Mari Jones or Iona Williams on 01286 679022 / 01286 679259


Application forms and further details available from Support Service, Gwynedd Council, Council Offices, Caernarfon, LL55 1SH


Tel: 01286 679076


E-Mail: Swyddi@gwynedd.llyw.cymru

CLOSING DATE: 04.07.2025

If you are successful to be short listed for an interview you will be contacted by E-MAIL using the address provided on your application form. You need to ensure that you check your email regularly.


Information Pack Corporate Services - comp.pdf

Personal attributes

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Essential

Ability to work together as part of a team and individually


Ability to analyse information


Ability to work under pressure and meet tight targets


Ability to manage own time whilst prioritising work


Ability to respond calmly and logically in a confrontational situation


Ability to work accurately and thoroughly without supervision


Ability to deal with people courteously


The confidence to deal with officer at different levels


Ability to handle sensitive and confidential situations


Well organised and polished at work

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Desirable

Qualifications and relevant training

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Essential

Good Education Standards to GCSE level


Qualified in Business Administration or equivalent

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Desirable

CIPD Qualification or working towards a relevant qualification

Relevant experience

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Essential

Experience of working in an administrative field

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Desirable

Experience of providing customer care service


Experience of collecting, organising and managing information

Skills and specialist knowledge

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Essential

Communication Skills

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Desirable

Computer Skills in systems, word processing and spreadsheets


Excellent customer care skills

Language requirements

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Essential

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Listening and Speaking - Higher Level

Able to follow a conversation or discussion through the medium of Welsh and English on a professional level and discuss general day to day topics in the field in order to present information and express opinions.Able to give a pre-prepared presentation and respond to any comments and questions on it in Welsh or English.

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Reading and Understanding - Higher Level

Able to understand standard written Welsh and English; both formal and informal.Able to gather information from various sources such as letters, reports, articles through the medium of Welsh and English in order to fulfil the post.

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Writing - Intermediate Level

Able to write letters for a specific purpose, e-mails and short reports in Welsh and English, using vocabulary and simple phrases that are familiar to the field of work. (They will need to be checked before being sent out).

Purpose of the post

Ensure that the people of Gwynedd are at the heart of everything we do. Assist and support the Human Resources Administration service to provide a professional service and ensure that the Improvement Plan of the Human Resources Department is implemented. Ensure that the Gwynedd Jobs System Data is current for structure accuracy on Staff Self Service. Support Senior Managers and Service Managers with the use of staff Self Service and Gwynedd Jobs System Develop Work Plans for modules within the Staff Self Service system Contribute to every element of the Self Service system Testing modules (e.g. register of staff who do not have access to Council accounts, Payslip, Leave, Timetabling Modules) Quality assurance Main contact for Timetabling, Leave and Recruitment and Appointment Modules Lead on elements e.g. Support and Mentor individuals on how to use the modules within the Staff Self Service system

Responsibility for functions

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Main duties

Be a part of a team which deals with enquiries from Heads, Managers, Staff, Public and external organisations Need to pay attention to detail and the need to be careful and thorough when inputting data accurately to the Gwynedd jobs system. Check, implement and update the Gwynedd Jobs System data by making enquiries with Services in order to ensure that the structure reports correctly (webmaster reports) Arrange and provide training programmes for managers on how to use the Gwynedd Jobs System Train managers and staff on Staff Self Service modules. Use expertise to identify and research continuous developments Attend the department's working groups, or working groups with external agencies (Jobs Fairs) Co-ordinate and administrate the recruitment process, including the following: - Advise departments on recruitment processes and procedures Co-ordinate with advertisement agencies and external advertisers Arrange interviews Deal with job enquiries and send out information packs in a timely manner. Co-ordinate arrangements with candidates Administrate UKVI right to work documents and comply with relevant legislation, regulations and policies that Gwynedd Council has. Administrate documents for DBS checks through the relevant system Responsible for inputting new staff details to the 'CYBORG' system accurately and in a timely manner Ensure that the Finance Department is provided with accurate information in terms of start date, salary scale and length of employment of any new staff as well as any change to relevant staff terms and conditions. Prepare and provide accurate contracts of employment in accordance with the language requirements and standards. Provide advice for staff and managers on elements of the contract and working conditions e.g. maternity, paternity, adoption rights, accounting leave rights, advising and ensuring accuracy of the recruitment process. Implement and administrate arrangements e.g. 'Bring-Ups', maternity, paternity, adoption, parental leave and the right to work flexibly by complying with Gwynedd Council policies. Implement processes when staff leave employment. Manage and maintain staff records correctly in accordance with Gwynedd Council's policy (https://gwynedd.insight4grc.com/UserHome/Policies/PolicyDisplay.aspx?&id=338&l=2), ensuring that all workers' records are current, correct and are stored in accordance with Data Protection legislation Responsible for administrating admin desks, for example: Human Resources Desk, Jobs, Internal Directory and Staff Self Service. Ensure that accurate forms are kept current on the intranet Responsible for recording, monitoring and analysing the data for performance reporting Responsibility for self-development. Ensure compliance with Health and Safety rules in the workplace in accordance with the responsibilities noted in the Health and Safety at Work Act 1974 and the Council's Health and Safety Policy. Operate within the Council's policies in relation to equal opportunities and equality. Responsible for managing information in accordance with the Council's information management guidelines. Ensure that personal information is treated in accordance with Data Protection legislation. Commitment to reducing the Council's carbon emissions in accordance with the Carbon Management Plan, and to encourage others to act positively towards reducing the Council's Carbon Footprint. Undertake any other reasonable duty which corresponds to the salary level and responsibility level of the job. Responsibility to report any concern or suspicion that a child or vulnerable adult is being abused.

Special circumstances

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