Job Description

Reference:
25-28675
Job title:
Support Service Officer
Directorate:
Highways, Engineering and YGC
Service:
YGC - Gwynedd Consultancy
Closing date:
18/08/2025 10:00
Job type/Hours:
Temporary six months | 37 Hour
Salary:
28,598 - 31,022 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 Gwennan Ellen Williams by email - gwennanellenwilliams@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: 18/08/2025

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.

Personal attributes

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Essential

The ability to work as part of a team. The ability to work under pressure and to adapt to business needs. Flexibility, commitment and self-discipline.
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Desirable

The ability to train /develop members of staff.

Qualifications and relevant training

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Essential

BTEC level 2 qualification or equivalent, or equivalent experience.
#

Desirable

HNC/HND Level Qualification.

Relevant experience

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Essential

Working as part of a team. Experience in the administrative field, or similar. Experience of Information Technology.
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Desirable

?Experience in establishing procedures and processes. Experience of developing business systems.

Skills and specialist knowledge

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Essential

Robust understanding of information technology. Understanding of systems and administrative arrangements. Good interpersonal skills. The ability to prioritise work. Able to contribute and add value.
#

Desirable

Understanding of quality control systems, the environment and health and safety (HSQE).

Language requirements

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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 assist the Unit Managers, Team Leaders and Project Managers with their duties on projects. To assist in the requirements for financial control of projects and functions. Financial feedback YGC Senior Management at monthly intervals or as needs dictate. Liaise with Departmental Resources Division and orchestrate a seamless relationship throughout all YGC functions. To develop and maintain a specialist knowledge in at least one core activity centre of the Support Services Team. To have full commitment to satisfy client needs. To provide a coherent Support function to YGC which facilitates a professional services delivery across the service breadth including (but not exclusive to) Civil Engineering, Structural Engineering, Repairs and Maintenance, Architectural Services and Project Management. To fulfil requirements of health and safety and environmental legislation.

Responsibility for functions

To acquire and maintain an up to date knowledge of:- current best practice in design issues technical standards and developments (including current technology) professional and statutory responsibilities (including e.g. those under the Health and Safety at Work etc. Act, 1974, Wildlife & Countryside Act 1982, Habitat Regulations 1994 and appropriate Regulations e.g. CDM regulations) and of their application relevant to the work and functions being carried out. To provide and maintain supervisory responsibility as delegated by the line manager for staff within YGC's Support Services - allocating work, monitoring and developing subordinate staff. To ensure that all timesheets are completed in accordance with YGC procedures. The post holder is expected to be aware of the requirements of Health and Safety and to collaborate with YGC's Health and Safety representative Ensure that YGC meets the requirements of the Council

Main duties

Develop and maintain a practical and professional relationship with clients. Maintain a summary record of financial and contractual information on all works being undertaken (scheme accounts, payment certificates etc) Maintain a record of Welsh Assembly Government approvals Management/development of Timesheets and project control related systems. Ensure that the Quality Management System's requirements are fully considered throughout all of the Support Services function. Financial feedback to YGC management Team on all areas of activity as and when required, Including Civil Engineering, Structural Engineering, Repairs and Maintenance, Architectural Services, Project Management, Associated Technical Services and Building Control. To maintain and develop procedures which support and complement the integration of all separate systems fundamental and/or peculiar to the service breath of YGC. Prepare a business financial statement of account for all YGC functions, at minimum intervals of the end of every quarter (June, September, December and March). To be responsible for collecting, monitoring and collation of YGC's KPI's. Preparation of budgetary forecasts, expenditure profiles and quarterly requisition submissions to the Welsh Assembly Government and all other clients, completing the end of financial year submissions, in consultation with other divisions/sections whilst also furnishing monthly financial statements covering the full range of YGC services. Process invoices (internal and external) to all clients for payment, as necessary. but no later than a two monthly cycle. Ensure that the administrative and financial arrangements for identifying, ordering, undertaking and paying for work of YGC are clear, simple and operate effectively and ensure compliance with corporate procurement procedures. To manage computer systems and software relating to the above maintaining responsibility for all databases and registers fundamental to the efficient operation of YGC and includes File Register, Project Database, Payment Register etc. To liaise with other services, other directorates, statutory undertakers, other authorities, external organisations, and individuals concerning all aspects of the works. To supervise and guide the work and development of subordinate staff To report to, and receive instructions from senior staff Other relevant administrative and professional duties commensurate with the seniority of the post. Issues of a personal and confidential nature to be dealt with carefully and with discretion. 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 worry or suspicion that a child or vulnerable adult is being abused

Special circumstances

Control own expenditure on projects. * Ability to work under pressure and motivate jumior staff.