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Administrative Support Specialist

2 months ago

Pontyclun, Rhondda Cynon Taf, United Kingdom South Wales Fire and Rescue Service Full time
Main Purpose of the Post

The primary responsibility of this role is to provide administrative support to the Operations Department, ensuring the smooth operation of the tactical manager rotas and other related tasks.

Duties and Responsibilities
  1. Oversee the management of all tactical manager rotas, including Brigade Managers, Area Managers, Group Managers, and Station Managers.
  2. Authorize and refuse requests for time off for flexible duty officers, administer subsequent changes to the rota, and inform control of any updates.
  3. Manage and populate the training program for all tactical managers within the service.
  4. Manage and populate the training program for ODART, Control Management Team, and Non-Flexi Officers, ensuring accurate records are maintained to support promotion.
  5. Manage and populate other training events for various departments as needed.
  6. Continuously review tactical manager rotas to ensure geographical cover within the service area and update relevant skill sets.
  7. Inform control of all tactical manager rota updates in a timely manner.
  8. Administer, collate, and distribute annual leave for all tactical manager rotas, ensuring compliance with entitlements and service policies.
  9. Compile yearly watch calendars for whole-time duty station-based personnel and forward them across the service.
  10. Generate temporary promotion letters for operational personnel up to Area Manager level and other departments as required.
  11. Maintain accurate operations station commander substantive lists and inform other departments of any amendments as needed.
  12. Interrogate the internal wholetime duty system (RAPS) and provide monthly reports, including outstanding shifts owed and optimum crewing statistics.
  13. Provide cover for administrative officers (Central Staffing Grade 8) in their absence, ensuring effective support for the Central Staffing function.
  14. Provide cover in the training function of Central Staffing (in the absence of administrative assistants, Training Grade 6) by populating courses, maintaining the training database, and other training-related tasks as required.
  15. Deal with general enquiries, both face-to-face and via email and telephone, for the Operations Department, projecting a positive and professional image for the fire service.
  16. Organize meetings, interviews, and events for the Operations Directorate.
  17. Attend and contribute to meetings as required.
  18. Promote equality and fairness in the workplace and ensure adherence to the service's Welsh Language scheme at all times.
  19. Observe and promote practices and activities within the Health and Safety and Equal Opportunities Policies of the South Wales Fire and Rescue Service.
  20. Perform any other duties commensurate with the post and grade.
Standard Service Requirements
  • Attend in-house and external training courses as required.
  • Cooperate fully with any scheme or pilot scheme introduced within the department or across the service.
  • Implement the principles of the Service's Equal Opportunities and Diversity Policies and Welsh Language Standards while carrying out the above duties.
  • Adhere to Health & Safety Legislation/Relevant Service Policies and Procedures and take reasonable care for the health and safety of yourself and other persons who may be adversely affected by your acts/omissions.