Department

Operations Department

Post

Administrative Assistant

Post No

NU007

Grade

6

Location

Fire Service Headquarters

Responsible to

Central Staffing Office Manager

Responsible for

N/A

Responsibility for Physical Resources

Responsibility for Financial Resources

This job description refers to the main purpose and responsibilities of the post. It does not necessarily list in detail all of the tasks required to carry out these responsibilities. This job description will be reviewed as and when necessary to ensure that it meets the Service’s business requirements.

MAIN PURPOSE OF THE POST

The post holder’s main responsibility is to administer the operational rotas for flexible duty officers and provide cover for an support to the Administrative officers and Training Assistants (Central Staffing)

DUTIES AND RESPONSIBILITIES:

1. Responsibility for overseeing all Tactical Manager Rotas within the Service including Brigade Managers, Area Managers, Group Managers and Station Managers

1. Responsibility for the authorisation and refusal of requests for time off for all Flexible Duty Officers, administration of subsequent changes to the rota and informing of Control. Proactively identifying shortfall’s in Flexi Officer Cover and taking remedial action

1. To manage and populate the Training Program for all Tactical Managers within the Service.

1. To manage and populate the Training Program for ODART, Control Management Team and Non-Flexi Officers. To identify and update the database for Middle Managers attending career progression courses and ensuring accurate records are maintained to support promotion

1. To manage and populate other Training events for various departments as and when deemed necessary

1. To continually review all Tactical Manager Rotas to ensure each group has geographical cover within the Service Area and to continually review and update all Tactical Manager Rotas maintaining and updating all relevant skill sets.

1. To ensure Control are informed of all Tactical Manager Rotas updates in a timely manner.

1. Responsible for administering, collating and distributing annual leave for all Tactical Manager Rotas including station based personnel in a timely manner ensuring compliance with entitlements and Service policies and procedures.

1. Compiling yearly Watch Calendars for Whole Time Duty Station based Personnel and forwarding said calendars across the Service.

1. To generate temporary promotion letters for Operational Personnel up to Area Manager Level and other departments as and when required.

1. Maintaining accurate Operations Station Commander substantive list and inform other departments of any amendments as and when required.

1. To interrogate the internal wholetime duty system (RAPS) and provide monthly reports to include outstanding shifts owed and optimum crewing statistics

1. To provide cover for the Administrative Officers (Central Staffing Grade 8) in their absence, ensuring effective support for the Central Staffing function.

1. To provide cover in the Training function of Central Staffing (in the absence of the administrative Assistants, Training Grade 6) by populating courses, maintaining the Training database and other training related tasks as required.

1. To deal with general enquiries both face to face and via e-mail and telephone for the Operations Department. Meet visitors to the Operations Department both internally and externally and in doing so project a positive, professional image for the fire service.

1. To organise meetings, interviews and events for the Operations Directorate.

1. Attend and contribute to meetings as required

1. To promote all aspects of equality and fairness in the work place and ensure that the service’s Welsh Language scheme is adhered to at all times.

1. Observe and promote practices and activities that are within the Health and Safety and Equal Opportunities Policies of the South Wales Fire and Rescue Service.

1. Any other duties commensurate with the post and the grade.

STANDARD SERVICE REQUIREMENTS

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

• Any other duties commensurate with the grade and post.

• To co-operate fully with any scheme or pilot scheme that shall be introduced within the department or across the Service.

• To implement the principles of the Service’s Equal Opportunities and Diversity Policies and Welsh Language Standards whilst carrying out the above duties.

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.