Job info |
Job info details |
Job title |
Technician |
Strategic team/Directorate |
Service Support / Customer Service and Planning Support |
Service |
Spatial Planning |
Business unit |
Environment |
Responsible to (day to day issues) |
Team Leader Service Support |
Accountable to (line manager) |
Team Leader Service Support |
Salary grade |
5-6 |
1. Key purpose of job
- Facilitate the provision of an excellent and commissionable Spatial Planning Service for the residents and visitors to Torbay that enables economic prosperity through sustainable development and economic regeneration within a safe and secure built and natural environment.
- Promote a customer centric approach and adopt recognised quality management principles to every day service delivery.
- Understand and respond to the needs and expectation of stakeholders and customers.
- Provide administrative and selective technical support to Spatial Planning.
2. Anticipated outcomes of post
- An effective and efficient service that is fit for purpose and responds to transformational change and the needs and expectations of its stakeholders and customers.
3. List key duties and accountabilities of the post
- Provide administrative support to the department. Including: -
- Finance and Procurement duties including, use of FIMs and EMarket, interdepartmental transfers, handling cash, waybills, invoicing, receipts and banking in accordance with the Council’s financial regulations
- Assisting in the preparation and monitoring of budgets.
- Administration of grant funding schemes
- Production of the schedule for Committee Agenda
- Prepare responses to Land Charges searches and Solicitors enquiries within agreed time.
- Assisting in the production of Risk Registers, Continuity Plans and Performance Management Plans.
- Secretarial Duties to support the Executive Head, Senior Service Managers and the wider teams as required including administrative support on HR issues.
- Undertake copy/audio typing letters, site notes, memoranda, officer reports, forms, standard letters, utilising the appropriate software
- Processing applications and correspondence submitted in electronic format.
- Assist in the preparation and collation of Sickness/Flexi/Time Recording /Complaints/FOI and EIR statistics, highlighting any issues to Line Managers.
- Booking accommodation and training, arranging meetings and events and taking minutes and action points.
- Assist in the production of office procedures, systems and standards as required.
- Process incoming and outgoing mail.
- Deal with enquiries from the public and staff at all levels promptly, efficiently and courteously while ensuring accuracy.
- Support organisational, policy and legislative changes by implementing new policies, procedures and practices
- Maintain and keep in effective order the filing and records systems.
- Use of specialist equipment to scan incoming post, applications and plans and index them to electronic records and data management systems.
- Apply guidelines, legislation, national and local policy and procedures and develop processes and systems within the service area that contribute to the service delivery outcomes of the service.
- Advising Team Leaders of service specific issues that are likely to affect policy framework and performance of the Council.
- Respond to any complaints in accordance with policy and published procedures.
- Prepare reports that monitor service performance of projects identified in the business unit balance score card in order to maximise delivery.
- Provide such support as may be required in response to Major Emergencies and business recovery.
- Actively engage with other team members within Spatial Planning to ensure a seamless integration of service provision to both internal and external customers.
- Maintain effective working relationships with other key organisations and groups from within Torbay and the South West Region.
- Promote and market the services of Local Authority Building Control, Development Services and the Local Authority Partnership Scheme to develop new business opportunities.
- Implement new services in response to new legislation and apply policies that bring forward practices and procedures to satisfy the law, council priorities and the public expectation within the available budget.
- Apply policies that create and stimulate an environment that promotes sustainable economic regeneration having regard to the long term future of the Bay and its residents.
4. Budgetary/Financial Responsibilities of the post
- Ensuring the correct level of Planning and Building Regulation fees and charges are paid by applicants, are validated and, where required, calculate the appropriate Inspection fee to be invoiced and raise via FIMS on commencement of work.
- Manage the Building Regulation Fee Earning account and the issuing of an annual statement of income and proper costs in accordance with statute.
- As necessary, request extra monies from the Applicant/Agent if incorrect or not received and monitor and pursue unpaid debts.
5. Supervision/Line Management Responsibilities of the post
- To be responsible for giving advice and guidance to colleagues as necessary and the induction of new recruits and the checking of their work for accuracy.
6. Working environment and conditions of the post
7. Physical demands of the post
- Work requiring normal physical effort.
8. Specific resources used by the post
- Use of standard office equipment and personal protective equipment.
9. Key contacts and relationships
External
- The public, community groups, academic and research bodies, industry, other local government bodies and national government bodies.
Internal
- Council departments, commissioners, councillors, the elected mayor, development agencies, joint venture and economic development companies.
10. Other duties
- To undertake additional duties as required, commensurate with the level of the job.
Other Information
- All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.
- The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. Staff will not be released for a break that is specifically for smoking.
- The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
- The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
- This post is based at Roebuck House but the post holder may be required to move their base to any other location within the Council at a future date.
- You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
Person Specification
Note for Candidate
All Candidates
The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement.
In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.
Candidates who consider that they have a disability
Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.
If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.
Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.
If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.
Job info |
Job info details |
Job Title |
Technician |
Strategic team/Directorate |
Service Support / Customer Service and Planning Support |
Service |
Spatial Planning |
Business unit |
Environment |
Skills and effectiveness
Essential skills and effectiveness
- Word Processing and computer literacy, including preparation and design of documents and use of spreadsheets and the Microsoft suite of packages (or equivalent).
- Ability to communicate effectively with staff at all levels, members of the public and other agencies.
- Effective level of numeracy.
- A high level of accuracy and attention to detail.
- Effective organisational skills and the ability to determine appropriate priorities.
Desirable skills and effectiveness
- Relevant theoretical knowledge and practical experience in a discipline of Spatial Planning.
- The ability to audio type and maintain electronic records.
Knowledge
Essential knowledge
- Working knowledge of Microsoft Word and associated programmes.
Desirable knowledge
- Knowledge of procurement and financial regulations.
- The ability to use bespoke software systems.
- An awareness of terminology, processes and practice within Spatial Planning.
- An understanding of Spatial Planning functions.
- Knowledge of related law and local government procedures.
Experience and achievements
Essential experience and achievements
- General clerical experience in an office environment.
- Being responsible for the control of budgets and accounts.
Desirable experience and achievements
- Experience of promoting a business or service.
- Experience of using the Councils Financial Information Management system (FIMS).
- Undertaken audio and copy typing.
Qualifications/professional memberships
Essential qualifications/professional memberships
- Maths and English Language Passes at ‘C’ Grade or above (or equivalent).
Desirable qualifications/professional memberships
- RSA Level 2 Admin (or equivalent.)
- NVQ or equivalent in Business Administration.
- European Computer Driving License.
Other requirements
Other requirements of the job role
- Demonstrates a commitment to safeguard and promote the welfare of children and young people.
- Ability to carry out the physical requirements of the role (i.e. manual handling).
- Ability to travel efficiently around the Bay/South West/UK in order to carry out duties.
- Ability to accommodate unsociable hours.
- Ability to accommodate on-call working.
- Ability to accommodate occasional home-working.