Job Description
DIRECTORATE:
Social Services and Wellbeing
DEPARTMENT:
Business Support
POST:
Administrative Assistant to Group Managers and
Heads of Service
GRADE OF POST:
GR05
RESPONSIBLE TO:
Administrative Assistant Grade 8
JOB PURPOSE:
To provide support to the Childrens and Adults Services Group Managers and
the two Heads of Service. The role provides support in terms of the
Professional Strategy meetings, Legal surgeries and Panel meetings within
the Children’s and Adults Services area. The role is significant in terms of
organising and planning for the meetings and attending the weekly round of
meetings to provide minuting support and circulating relevant paperwork.
PRINCIPAL RESPONSIBILITIES AND ACTIVITIES:

Providing direct support to Senior Managers (Head of Service and
Group Managers) including management of diaries, arranging meetings
and appointments, the setting up and maintenance of filing systems for
relevant Senior Officers.

Setting up, providing hands on support to and minuting Multi Agency
meetings and groups as appropriate.

Collating and maintaining records through the use of information
systems, and providing appropriate management information as
required.

Assisting Senior Managers with the development and maintenance of
administrative systems.

Assisting Business Support managers to set objectives, targets,
implement new procedures and monitor the administrative activity as
necessary.

Liaising with staff in other Divisions, Directorates and other agencies.
GENERAL DUTIES
To understand the Health and Safety responsibilities which fall within a
manager’s role and the personal Health and Safety responsibilities within the
HASAWA 1974.
To ensure that all activities are operated in accordance with Equal
Opportunities legislation and Best Practice.
REVIEW DATE/RIGHT TO VARY
This Job Description is as currently applies and will be reviewed regularly.
You may be required to undertake other tasks that can be reasonably
assigned to you, including development activities, which are within your
capability and grade.
2
Person Specification
Administrative Assistant to Group Managers and Heads of
Service
The following attributes represent the range of skills, abilities and experiences
etc relevant to this position. Applicants are expected to meet the attributes
that have been identified as essential (√).
Attributes
Requirements
Essential
Qualifications,
Education &
Training
 NVQ Level 3 or equivalent or ability
to demonstrate competence through
experience
(√)
Knowledge &
Experience
 Experience of minuting meetings
(√)
 Experience of using information
and administrative systems
(√)
Method of Evaluation /
Testing
Production of original
Qualification Certificates
and application form.
Interview, application
form, reference and
selection process.
 Experience of working in an office
environment
 Expereince of working in a service
orientated environment
 Expereince of implementing
administrative practices and
procedures
(√)
 Knowledge of Local Government
Skills &
Personal
Qualities
 Knowledge of services provided
by the Social Services and
Wellbeing Directorate
 Ability to form constructive
working relationships with
colleagues

Ability to communicate clearly and
effectively

Ability to demonstrate good
organisational skills

Good IT and word processing
skills
3
(√)
Interview, application
form, reference and
selection process.
Attributes
Requirements

Essential
Ability to think clearly
 Ability to work flexibly and
proactively Ability to form
constructive working relationships
with colleagues
 Ability to use information systems
to an appropriate speed and
standard
 The potential to develop
 Drive, commitment and motivation
 Integrity
 Initiative and positive thinking
 The ability to stay calm when
others are under pressure
 Ability to communicate through
the medium of Welsh
4
Method of Evaluation /
Testing