Secretariat Supervisor

Date amended:

- 21.08.2023
Nicola Davies - Business Support Supervisor

**SOUTH WALES FIRE AND RESCUE SERVICE**

***

**Department
**Business Support Unit**

**Post
**Secretariat Supervisor**

**Post No
**NU291**

**Grade
**Grade 9**

**Location
**SWFRS Headquarters**

**Responsible to
**Business Support Supervisor**

**Responsible for
**Principal Officers and Heads Of Service**
**Secretariat
**Responsibility for**
**Physical Resources**

**n/a**

**Responsibility for**
**Financial Resources**

**n/a
**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
**To supervise the work of the Secretariat department, ensuring that at all times
the department works effectively and efficiently in meeting the Service’s
requirements and that agreed standards are maintained.

**DUTIES AND RESPONSIBILITIES**

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

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.

Date amended:

- 21.08.2023
Nicola Davies - Business Support Supervisor

**Principal Duties**

1. To supervise the Secretariat department within the Business Support
Unit and to resolve operational and day to day issues to include but not
limited to:

- Holding regular team meetings.
- Setting documented standards of work and monitoring adherence to

those standards.
- Allocating and prioritising work when necessary.
- Ensuring that arrangements are in place for a seamless service to

be provided to customers.
- Approving and monitoring leave requests for staff within the unit.
- Acting as mentor and first point of contact for the staff of the unit.

2. Undertake all supervisory duties including Performance Development
Reviews, compliance with sickness procedures, performance
management, capability and disciplinary procedures in respect of the
Secretariat unit.

3. To be responsible for liaising with customers on performance and

service requirements and reviewing, developing, implementing,
continuously improving and monitoring systems required to deliver a
cost effective, efficient and quality secretarial service that meets the
needs of its customers.

4. To provide all aspects of a confidential secretarial service for the
managers as required, including shorthand, audio typing and word
processing.

**Secondary Duties**

5. 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 as required or is
necessary.

6. To provide support and assistance in identifying and delivering the

training and development needs of staff required to meet the needs of
the Service.

7. To undertake best practice research with other local or public

authorities, voluntary organisations and the private sector with regard
to business administration and related ICT developments and
improvements and to establish best practice networks.

Date amended:

- 21.08.2023
Nicola Davies - Business Support Supervisor

8. To assist the Business Support Supervisor with matters relating to
Information Management.

**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 Schemes 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.

**ORGANISATIONAL VALUES**

SWFRS has a set of values which describe how we work as an organisation.
As an employee of SWFRS, you should always adhere to these values.

**Caring**
We will be caring and compassionate displaying concern and empathy for
others.

**Dedicated**
We are dedicated to the communities where we live, work and visit. We are
devoted to saving lives and working in partnerships as an integral part of our
communities.

**Disciplined**
We are clear about our roles and operate within agreed levels of authority,
within a disciplined environment. We con