Job Description

Reference:
25-28615
Job title:
Residential Clerk
Directorate:
Adults, Health and Well-being
Service:
Provider Services
Closing date:
29/07/2025 10:00
Job type/Hours:
Permanent | 22 Hour
Salary:
15,212 - 16,214 a year
Pay Scale:
GS4
Location(s):
Caernarfon

Work location at the Gaernarfon Headquarters but mainly working from Plas Hedd, Plas Ogwen and Fron Deg. There may be a need for assistance in other homes.

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 Cath Ellis on

01341424411

Interview date to be confirmed.


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: 29/07/2025

The Council will request a Disclosure from the Disclosure and Barring Service for the successful candidate.

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.




Recruitment Pack Adults, Health and Well-being Department (1).pdf

Personal attributes

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Essential

#

Desirable

Possesses administrative skills that would provide support to the Managers of Homes and Care Officers in the Residential and Day Unit.


Able to work as part of a team or on their own.


An organised person with the ability to manage time between organisations in order to complete the work promptly.

Qualifications and relevant training

#

Essential

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Desirable

Any training relating to administrative skills, e.g., ECDL

Relevant experience

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Essential

#

Desirable

Recording information regarding staff wage time sheets.


Recording information regarding staff absences.


Processing orders and invoices.


Administration of any work relating to banking money.


Taking minutes at meetings.


Administrative work, e.g., Typing, filing, creating forms, photocopying and responding to telephone enquiries.

Skills and specialist knowledge

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Essential

#

Desirable

Assist to develop the use of Information Technology in order to improve administrative systems.


Liaise with the Finance Unit regarding the organisation's financial reports.


Assist with statistical work.


Assist to develop the use of Information


Technology in order to improve


administrative systems.

Language requirements

#

Listening and Speaking - Higher

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.

#

Reading and Understanding - Higher

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.

#

Writing - Intermediate

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. Support and get data and procedures of the care services in order, so that they can address the requirements of SSD and the Regulation and Inspection of Social Care (Wales) Act 2016 Supporting Registered Managers, Area Managers and the Registered Persons with administrative duties

Responsibility for functions

Ensure appropriate use of property and equipment. Adhere to service budgetary arrangements

Main duties

SUPPORT THE INDIVIDUALS WHO USE THE SERVICE

Develop arrangements and procedures for the care services in order, so that they can address the requirements of SSD and the Regulation and Inspection of Social Care (Wales) Act 2016. Collaboration with the Management Team in the care services so that they can address the requirements of SSD and Council requirements Gathering and analysing information for reports for the service and the SSD at the management team/area manager's request Working together to produce and keep updated the Statements of Purpose, Guidance to Individuals, and the 6- monthly reports. These will feed into the SSD annual statements. Develop systems on i-Gwynedd to report on the service performance and feed into the service's information gathering system Be part of the development and processes that will improve the effectiveness of the service with new software and IT systems, To be able to train and mentor staff and managers in the new systems Contribute to the development of managers and staff with IT processes supporting a paperless culture. Be willing to assist with IT problems and contact the relevant departments. Contributing to the process of monitoring, planning and implementing the arrangements of managerial tasks in the care homes.

Be responsible for maintaining all the administrative work relevant to the role, such as:

Complete On-line data Processing orders and invoices. Keep an overview of the costs and finance to facilitate robust financial control of the individual services. Individuals Information Petty Cash Banking arrangements Complete the Occupancy/Returns Check cash of individuals Keep a stock inventory for the home Keep leave records and information on staff personal files. Staff Sickness Staff time-sheets Procedure for new appointments Tr139 /DBS/references Work timesheets Arrange training and keep the training matrix up-to-date. Assist with preparing packages for the appointment and induction of new staff, ensuring current and appropriate DBS disclosures are completed and renewed in each case. Support any rota planning and arrangements in the home in an emergency. Comply with the Council's financial procedures and guidelines. Working with people to assist and note barriers to prevent them from achieving their outcomes, and use information to discuss with service managers, implement change and learn from experience. Be progressive and willing to make informed decisions independently, while also applying professional views and knowing when to attract support from the wider team and other professions.

COMMUNICATION AND RELATIONSHIPS

Work closely with the managers and their teams and colleagues from other services, other departments, customers, and companies who will support the effective operation of the care home. Receive and share information correctly and appropriately. Support with recording staff sickness absence arrangements in line with the service/Human Resources policies. Attend and support minute-taking in team and staff meetings.

TRAINING AND SUPERVISION

Responsibility for self-development A commitment to follow his/her own training programme in accordance with the National Requirements and accept responsibility for continuous professional development. Have a mindset that is open to learn continuously and the desire to develop professionally within the health and care field. Attend and contribute to constructive activities such as supervision and team meetings that support the mindset of improving and developing the service and staff well-being.

SAFEGUARDING

Responsible for reporting any concern or suspicion that a child or vulnerable adult is being abused

POLICIES

Responsible for managing information in accordance with the Council's information management standards and guidelines. Ensure that personal information is treated in accordance with Data Protection legislation. Ensure compliance with Health and Safety regulations 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 equal opportunities and equality policies.

OTHER

Follow the principles of Ffordd Gwynedd. 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.

Special circumstances

There will be a need to go through the DBS processes * Expected to work across other sites of the service to give support in emergencies. There may be some unsociable hours