Administrative Assistant (Grade 4)

Job Category : Admin & Clerical

Client Location :Courthouse Street (Coroners), Rhondda Cynon Taf County Borough Council

Hours Per Week :37.00

Start Date: Immediate Start   

Start Time : 08:00

End Time :16:30
Salary: £12.21

Working under the supervision of the Inquest & Administration Officer.  Opportunity to work 2 x days remotely.

Purpose of the post:

            To support the Coroner’s Service Manager and the administrative team to deliver an efficient service to all service users

What you will deliver:

            1.         To assist the Inquest & Administrative Officer with the workflow for summonsing Jurors for Inquest cases

2.         To work closely with the Senior Inquest & Administrative Officer in managing Inquests that will proceed as Documentary Hearings (no attendees) – producing disclosure and family letters, collating responses, placing files ready to be concluded and managing the production of paperwork once the Coroner has concluded the Inquests

3.         To work closely with the Senior Inquest & Administrative Officer in managing Inquests that will proceed as Documentary Hearings (with attendees) – producing disclosure and family letters, collating responses, placing files ready to be concluded and managing the production of paperwork once the Coroner has concluded the Inquests

4.         To provide assistance to the administration team when required – answering telephone calls, monitoring the Coroner Admin inbox and dealing with post

To undertake such other duties and responsibilities commensurate with the grade, as may be reasonably required by the Service Director, or as a mutually agreed development opportunity. 

To comply with the Council’s Health and Safety Policies and procedures and undertake any relevant health and safety duties in accordance with local arrangements.

To support the Council to play its part in tackling Climate Change and meeting its Carbon Reduction targets across the services it delivers and also in the goods and services it buys or commissions from other organisations.

All staff have a valuable and vital role in keeping people safe. Any person with concerns regarding the safety of a child or adult at risk, OR the behaviour of a colleague towards a child or adult at risk, has a responsibility to report this immediately. This should be done via the person’s Line Manager, Designated Safeguarding Lead or contact the Cwm Taf Multi Agency Safeguarding Hub.

PERSON SPECIFICATION

This Person Specification sets out the knowledge and/or qualifications, past experience and personal competencies that would be ideal for this particular post.

The Knowledge/Qualifications and Experience sections describe what is required in terms of the technical ability that is needed to do this job successfully.

The Competencies section describes the kinds of non-technical skills, abilities and personal characteristics that the ideal person for this particular role would have. The competencies describe how that person would ideally work with other people and how they would approach their responsibilities.

The Special Conditions and Professional Requirements section describes any other qualities appropriate to the particular circumstances associated with this role.

Knowledge / Education:         

            Essential          Desirable

            Excellent knowledge of IT packages, in particular Microsoft Office  Knowledge of the Civica I-Case System

Experience:     

            Essential          Desirable

            Experience of working in an office environment.      Experience of working in a similar environment e.g. Court Service, legal office, etc

Welsh language skills:

            Essential

            Desirable

            Welsh Language Level 1         ☒

All employees will be required to undertake a basic Welsh Language induction to reach this level

Welsh Language Level 2          ☐

Welsh Language Level 3          ☐

Welsh Language Level 3-5       ☐

Welsh Language Level 4          ☐

Welsh Language Level 5          ☐

            Welsh Language Level 2        ☒

Welsh Language Level 3        ☒

Welsh Language Level 3-5     ☐

Welsh Language Level 4        ☐

Welsh Language Level 5        ☐

            For details about the levels please refer to ‘The Welsh Language Skills Guidance’ online: www.rctcbc.gov.uk/WelshSkills

What skills you will use in the workplace:

            Competency Framework        Supervisor Framework

            Competency Areas     Competency behaviours and values

            1.         Working in a Team      Helps and supports other team members.

Is open about difficulties and asks for support when    necessary.

Will go “over and above” what’s normal to contribute to the   team’s effectiveness.

            2. Communicating Effectively Sets out written communication clearly, accurately and in a well-structured way.

Communicates clearly and concisely.

Passes on correct information to the right person.

Listens to others and actively checks own understanding.

            3.         Achieving Results        Plans and prioritises in advance to meet deadlines.

Is flexible, can switch tasks/ roles/ priorities to accommodate changes or new information.

 Uses initiative and works without close supervision.

            4.         Personal Effectiveness            Is highly dependable and trustworthy.

Is eager and willing to learn new skills.

Has an action-focused attitude to new challenges and change.

Has strong computer skills, effectively uses computer systems

            5.         Focusing on Service Users      Ensures customers’ needs are met by responding to them efficiently and effectively.

Has a positive attitude towards helping people, and is willing to go the extra mile.

Leaves customers happy with the service they have received.