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Administrative Coordinator

2 months ago

Pontyclun, Rhondda Cynon Taf, United Kingdom South Wales Fire and Rescue Service Full time

Main Responsibilities:

The successful candidate will be responsible for administering operational rotas for flexible duty officers, providing cover for administrative officers and training assistants, and ensuring effective support for the Central Staffing function.

Key Duties:

  1. Oversee all tactical manager rotas within the service, including brigade managers, area managers, group managers, and station managers.
  2. Authorise and refuse requests for time off for flexible duty officers, administer subsequent changes to the rota, and inform control.
  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. Continually review all tactical manager rotas to ensure each group has geographical cover within the service area and update relevant skill sets.
  7. Ensure control is informed of all tactical manager rota updates in a timely manner.
  8. Administer, collate, and distribute annual leave for all tactical manager rotas, including station-based personnel, ensuring compliance with entitlements and service policies and procedures.
  9. Compile yearly watch calendars for whole-time duty station-based personnel and forward said calendars across the service.
  10. Generate temporary promotion letters for operational personnel up to area manager level and other departments as needed.
  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 meet visitors to the Operations Department, projecting a positive, professional image for the fire service.
  16. Organise meetings, interviews, and events for the Operations Directorate.
  17. Attend and contribute to meetings as required.
  18. Promote all aspects of 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 that are 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.
  • Co-operate 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.