Administrative Support Officer / Word Processor Operator

To provide general administrative support and accurate production of
documents for departments across the organisation together with
secondary cover for reception, switchboard and mail services.

The main duties of the post will be to provide general administrative support
for Directorates across the organisation, to include some or all, but not
exclusively the following:

DUTIES AND RESPONSIBILITIES

Principal Duties

1. To provide general and clerical support including administrative

assistance, photocopying, filing, printing and binding.

2. To provide accurate production of documents for departments across

the Service.

Updated August 2019

3. To provide secondary switchboard and reception cover as required.
Duties to include answering, screening and forwarding incoming phone
calls, giving equality to the Welsh and English language, including door
entry system. Service visitors by greeting, welcoming, and directing
them appropriately, maintaining signing in book and issuing visitor
badges.

4. To collect, deliver and despatch mail throughout the organisation as
directed by the administrative supervisor.

5. Check in advance meeting room bookings, arrange room set up and

ICT requirements, provide refreshments and arrange buffets.

6. Maintain and interrogate databases as required by the Service to
provide information in an accurate, timely and efficient manner,
including the uploading of documents and information onto internet and
intranet. e.g Headlines and Front Page.

7. To assist in the organisation of events, ceremonies, and awards,
throughout the organisation, providing administrative support as
required, including co-ordinating the Service Standard Bearer (Colour
Party) team for attendance at events and the organisation of an annual
presentation evening and combined emergency services Carol Service.

8. Answer 0800 calls and process incoming e-mails for home fire safety
checks and allocate to station or practitioner with accurate details.

9. Provide administrative support to the Fire Cadet Programme, including
creating and maintaining databases. Notifying candidates and
guardians that they've been selected to attend open evenings.
Transferring data onto attendance registers for each Unit. Ensure
medical consent forms and emergency contact details are updated 6
monthly, disseminate this information to Cadet Managers. Produce
and maintain BTEC folders. Check Fire Cadet 'in box' twice weekly
and action where appropriate.

10. Provide external administrative support to the Crimes and
Consequences department, including collecting and chasing
department information. Inputting and managing the relevant
confidential information into spreadsheets and databases accurately to
reflect the correct details for company stats and data.

11. Provide administrative support to our Community Safety Team in
regards to our working projects programme. Working to deadlines
whilst creating and distributing external letters, receiving incoming calls
and updating company database to forward on to local stations.

Updated August 2019

Secondary duties

12. To provide general support for the Business Support Unit, as required.

13. To participate in inter-departmental, corporate and external working

groups and meetings as directed and to liaise with other departments,
public and other outside bodies and organisations.

14. To provide support and assistance to other members of staff to assist

them in meeting the requirements of the service.

15. To assist in undertaking research with other Local or Public Authorities,

voluntary organisations and the private sector related to business
administration and related ICT developments plus improvements and
establishing best practice networks.

General Duties

14. To attend in-house and external training courses as required.

15. To undertake in addition to the above duties and responsibilities such

additional duties as may result from time to time from changing
circumstances, but which will not change the general character or level
of responsibility accorded to the post.

16. To implement the principles of the Service's Equal Opportunities and

Diversity Policies and Welsh Language Schemes whilst carrying out
the above duties.

17. To ensure awareness and compliance with any directorate, department

or team plans that may be implemented from time to time and ensure
awareness and compliance with any systems or procedures
implemented within the department.

18. To discharge such other duties commensurate with the grade of the

post as may from time to time be required by the Director or Head of
Service or Supervisor.

19. To adhere to Health & Safety Legislation/Relevant Service Policies and

Procedures and to take reasonable care for the health and safety of
yourself and other persons who may be adversely affected by your
acts/omissions.

20. Comply with Standing Orders, Financial Regulations, Organisational

Policies and Procedures and any other instructions or procedures that
may be published or issued from time to time

• Caring



• Respectful



• Dedicated



• Trustworthy



• Dynamic



• Disciplined



• Resilient