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Administrative Assistant - Emergency Duty Team

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Job Summary

Employment Term:
Part Time, Permanent
Working Pattern:
Part Time
Advert Start Date:
Advert End Date:
Closed for applications on 16/09/2018 23:59
£18,870 to £20,541, pro rata to hours worked, plus out of hours pay
Hours per week:
Job Category:
Vacancy ID:
Employment Location:
Council offices, Badminton Road, Yate, Bristol, BS37 5AF
Post Number:

Job details 

Closing date:
16 Sep

Please note

This job is closed for applications.

Further information

We are excited to recruit to this role within the Emergency Duty Team, which provides an out of hours social work service, to the Unitary Authorities of South Gloucestershire, Bristol, Bath and North East Somerset and North Somerset. This role offers the opportunity to gain experience in a very busy social work team and as it primarily covers out of hours, may suit a student in the health or social care field.

Summary of Post

The Emergency Duty Team is an out-of-hours, generic duty social worker team covering South Gloucestershire, Bath and North East Somerset, Bristol and North Somerset. The team is made up of 10 full time equivalent senior social workers, two assistant team managers and a manager.

This role provides administrative support to the team, which includes acting as a call handler during busy periods, identifying resources, word processing, providing basic IT support to EDT officers, producing spreadsheets and maintaining client records, performance information and financial records.

The role works to a two week rolling rota covering mainly outside of office hours. This includes working alternate weekends, evenings and bank holidays (enhancement to pay for Sunday and bank holiday working).

South Gloucestershire Council is committed to treating everyone fairly, to challenging inequalities and to promoting equality of opportunity for all. We welcome applications from everyone and value diversity in our workforce.

Main Duties

Support the Emergency Duty Team Officers in the delivery of specialist processes and procedures ensuring that all customers receive an effective, functioning service and information is provided.

Liaise with customers ensuring that service activities are supported, routine problems are resolved and alternative courses of action are recommended if necessary.

Collate and maintain records, databases and documents and analyse information to ensure accurate statements are produced and data is retrieved from computerised systems and interpreted.

Accurately record and also assist in the monitoring and maintaining of budgets/financial information/resources.

Your key responsibilities will include:

• To screen and record phone messages from the public and professionals on the electronic logbook, alerting EDT staff to urgent calls.

• To act as call handler when required, e.g. during busy periods. This will entail taking phone calls from members of the public, CAH Department professionals, health professionals, the police and other agencies, gathering basic details and passing on promptly to an EDT Officer.

• Use of Computer / Information Technology to complete general administrative tasks.

• Word processing confidential reports, letters and memos, standard letters, social work reports.

• Maintaining, clients’ records (both electronic and paper), completing statistical records and data returns on spreadsheets, maintaining the EDT staff rota and records for the EDT pool cars.

• Completing statistical records, collating data and producing excel spreadsheets.

• To assist in the provision of financial records and procedures as necessary, including records for purchasing and invoicing.

• To assist members of the EDT in resolving basic IT issues.

• Contacting providers to identify available resources. For example, contacting foster carers, care homes, B&B’s, and kennels if families have pets, to check for availability, and then passing back to a social worker to arrange accommodation.

Selection Criteria

To enable us to shortlist in a fair and unbiased way it is absolutely vital that you provide us with sufficient information to demonstrate how you meet or exceed the criteria outlined in the vacancy description. Please include this information in the knowledge, skills and experience section of the application form.


Maths and English GCSE grade C or equivalent qualification, or equivalent skills and experience in administrative tasks.

Experience of working in, and/or an understanding of, social care services.

Able to organise, plan and co-ordinate own work effectively.

Ability to work on own initiative and resolve straightforward problems. Able to know when to escalate a problem to line manager.

Ability to communicate effectively and work co-operatively with people across a wide spectrum of professional and organisations.

Possess good numerical skills and experience of working with financial systems (e.g. invoices, monitoring budgets etc.)

Ability to take complex data and produce excel spreadsheets or have a willingness to undertake training in Excel.

Experience of Information Technology - computer-based record systems and office based software including maintaining databases, e-mail, and word processing typing/keyboard skills.

A good understanding of regulations and principles of confidentiality and data protection.

Exemplify the Council’s values and behaviours.

Additional Information

For an informal discussion or a copy of the rota once you have read the job summary, please contact Melissa Ward, Emergency Services Manager on 01454 866801.

Salary: £18,870 to £20,541, pro rata to hours worked, plus enhancements for out of hours working.

Hours: 29 hours

Closing Date: 16th September 2018

Vacancy Ref: SGC0537/834/RP
Safer Recruitment

South Gloucestershire is committed to safeguarding and promoting the safety and welfare of children, young people and vulnerable adults.

Our Values

As an employee of South Gloucestershire Council you will be expected to have a ‘can-do’ attitude and adapt to the fast pace of change. You will strive to work well with others to reach a common goal and embrace a partnership and inclusive approach to delivering efficient and effective services. You will use your initiative to deliver and take responsibility for your performance to help the team, department and council to achieve its goals and make the best use of available knowledge, expertise and capacity in order to continuously improve the quality of services.

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