Job Description

Reference:
25-30084
Job title:
Senior Administrative Assistant
Directorate:
Housing and Property
Service:
Management Unit
Closing date:
08/01/2026 10:00
Job type/Hours:
Temporary two years | 37 Hour
Salary:
26,403 - 28,142 a year
Pay Scale:
GS4
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 contactSion Elwyn Hughes on 01286 679660 or by email: SionElwynhughes@gwynedd.llyw.cymru


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: 10:00 AM, 08/01/2026

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.

Personal attributes

#

Essential

Possesses good communication skills as well as the ability to deal with people politely.


Flexible and able to work as part of a team.


Possesses self-motivation and the ability to prioritise and complete tasks to meet specific deadlines.

#

Desirable

Qualifications and relevant training

#

Essential

Good standard of education to GCSE level or higher to include Welsh and English.


NVQ 3 or similar qualification

#

Desirable

NVQ Level 4 in Administration


ECDL

Relevant experience

#

Essential

Extensive experience of working within the administrative and secretarial field.


Experience of taking and keeping minutes and creating computer spreadsheets


Experience of dealing with the public and other agencies

#

Desirable

Skills and specialist knowledge

#

Essential

Computer skills - familiar with Microsoft Word, Excel, Access and PowerPoint systems.


Possesses the skills of being able to work carefully and accurately without supervision.


Bilingual minute-taking skills.

#

Desirable

Knowledge of Social Services work


Knowledge of the Council's financial 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 - Higher

Present written information confidently by letter, more detailed and technical report formats, and respond to written requests conveying information, ideas and opinion in Welsh and English (help is available to check the work).

Purpose of the post

Ensure that the people of Gwynedd are at the heart of everything we do. To work as part of a team to provide effective administrative support within the Housing and Property Department, and to include office management. To undertake the duties in a professional manner with due consideration to confidentiality

Responsibility for functions

Responsible for office equipment such as computers, printers etc. Staff - Supervise 1 Administrative Assistant + 1 trainee as required Budget - none.

Main duties

Responsible for supporting the efficient and effective operation of administrative functions for the Housing Service. Supervise - coordinate the consistency of administrative functions across the devolved offices. Take every possible step to ensure that the unit's essential work is completed i.e. arrangements to deal with absences etc. Coordinate supply and contact the Housing and Property Department Senior Managers regarding any problems and/or help required. Contribute to the work of developing office management systems including answering the telephone and taking messages and undertake some administrative duties of other staff who may be absent. Type committee, management and technical reports and letters in the appropriate method and format of the organisation. Assist Service Managers to keep control of their budgets and ensure that the budget books are up-to-date and check items as required in the accounts book. Produce data summary reports, as required by the Service Managers and the Senior Service Managers. Be responsible for registering and passing invoices for authorisation for payment. Responsibility for checking numeracy and input travel claims, including authorising for them to be released for payment, deal with any enquiries in the system. Supervise Travel Claim Processing procedures to ensure consistency and accuracy. Responsibility for petty cash and its administration. Ensure that the organisation's policies on time management, recording leave, sickness absence, financial control, tracing and filing correspondence are administered correctly. Supervise the recording of staff absence across the service areas to ensure that Administration Staff complete their duties within the allocated time. Be part of the process of managing and monitoring performance including full use of Information Technology in accordance with the requirements of the post. Undertake other duties that are relevant to the requirements of the service. Be aware of the Health and Safety Acts and work with the Directorate's Health and Safety and Quality Assurance Officer to ensure that we comply with the relevant Health and Safety requirements. The post-holder will be expected to comply with the Council's continuous training and personal skills development programme and an appraisal process that contributes towards this. This is an illustrative list only. The post-holder is expected to be part of the performance management and monitoring process in accordance with the requirements of the post and any other duties which would be reasonably expected from time to time by the Managers of a person on this scale. 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

* Meetings, sub-committees and working groups - some may be held outside normal working hours.