Project Office Assistant

1 month ago

Caernarfon, United Kingdom Gwynedd Council Full time

Job title:
Project Office Assistant

Directorate:
Finance

Service:
Information Technology and Transformation

Closing date:
01/06/2023 10:00

Job type/Hours:
Permanent | 37 Hour

Salary:
£22,369 - £24,054 a year

Pay Scale:
GS4

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.

For further information about this post please contact Karen Ann Jones on 01286 679771.

Interview date to be confirmed.

Application forms and further details available from Support Service, Gwynedd Council, Council Offices, Caernarfon, LL55 1SH
Tel: 01286 679076

CLOSING DATE: 10.00 AM, THURSDAY, 01/06/2023

**Personal attributes**:
**Essential**:
A person who is organised and able to work independently and as part of a team

Needs to be independent and able to make decisions individually and as part of a team

Physically able to carry heavy / bulky equipment

Patient when dealing with people

Able to work under pressure

**Desirable**:
Willing to learn new skills

**Qualifications and relevant training**:
**Essential**:
Educated to a Good Level

**Desirable**:
ECDL qualification

**Relevant experience**:
**Essential**:
Able to work with flexibility and under pressure

Experience of working in a busy office

Experience of using various computer systems

Extensive experience of creating and updating Excel spreadsheets

Extensive experience of using a Microsoft Word package

Experience of preparing orders, processing invoices and receiving goods

Experience of working in a Team

**Desirable**:
Experience of price negotiation

**Skills and specialist knowledge**:
**Essential**:
Able to solve problems logically

Able to work on several tasks at the same time

Able to make decisions

Able to manage a complex work load to ensure that the service level targets are met

Excellent skills in communicating with users and external suppliers

**Desirable**:
Knowledge of Gwynedd Council systems and financial procedures

Basic knowledge of IT equipment

**Language requirements**:
**Essential**:
**Listening and Speaking - Intermediate Level**:
**Reading and Understanding - Intermediate Level**:
Understand everyday correspondence on familiar issues at work.Understand longer reports in Clear Welsh and be able to pick up the main points. (help may be required with the vocabulary).

**Writing - Intermediate Level**:
**Purpose of the post**:

- Ensure that the people of Gwynedd are at the heart of everything we do.
- To provide the necessary skills and expertise in the purchasing of the ICT across Gwynedd
- Working as part of a team pro-actively identify where ICT can provide better Value for Money in terms of purchases, contracts and services in order to create business efficiencies and improve customer care.
- To ensure that the I.T operational requirements of the authority are supported in terms of printing, backups and general services.
- Be responsible for elements of vendor management in ensuring they deliver best value. Resolve incident as appropriate and manage aspects of change, problem and configuration functions
- Ensure that there is adequate documentation and contract support cover within the ICT environment in line with policies and procedures.
- Working as part of a team to ensure that council’s System Methodology and Support Processes are completed within agreed time scales and that variances are investigated and promptly reported upon.

**Responsibility for functions**:
Finance:

- Input into review of processes and contracts to identify and realise cost efficiencies.
- Awareness of budgetary structures and financial regulations and constraints
- Provide the best monetary value for the council on all purchases and contracts.
- Take responsibility for liaising with external vendors on financial issues.

Data, equipment and Software:

- Provide support for the ICT environment on all issues relating to purchases.
- Liaise with external vendors to resolve issues.
- Provide and maintain data (and backup for equipment) in accordance to Policy and Procedures.

**Main duties**:
Decision Making, organisation and innovation:

- Receive E-mails and Internal orders regarding service, incidents and Change requests.
- Classify, Document, prioritise orders, resolve and payment of invoice.
- Take responsibility for inventory of new hardware, stock control, software and peripherals purchased and ensure (where applicable) the safe change over of items to users.
- Responsibility for ensuring that all batch functions run centrally are completed correctly to agreed service level targets.
- Responsibility for producing and controlling all print tasks associated with secure stationery.
- Responsibility for ensuring that bac

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