Back to Jobs

Swyddog Gwasanaethau Democratiaeth / Democratic Services Officer

£29,269 - £31,364
Caernarfon
Permanent 

Gwynedd Council offers an attractive employment package, for more information please click on this Information Pack

Gwynedd Council operates internally through the medium of Welsh, and offers all its services bilingually. The applicant will be required to reach the linguistic level noted as one of the essential skills in the Person Specification.

We encourage everyone who applies for a job with Gwynedd Council to submit job applications in Welsh or bilingually.
(Applications submitted in English only or Welsh only will always be treated equally, but we ask applicants to consider carefully what the linguistic requirements of the job in question is and if it would be more appropriate to submit an application in Welsh.)

For further information about this post please contact Annes Sion on AnnesSion@gwynedd.llyw.cymru

Interviews will be held 17/06/2024

Application forms and further details available from, Support Service, Gwynedd Council, Council Offices, Caernarfon, LL55 1SH
Tel: 01286 679076
E-Mail: swyddi@gwynedd.llyw.cymru

CLOSING DATE: 13/06/2024

If you are successful to be short listed for an interview you will be contacted by E-MAIL using the address provided on your application form. You need to ensure that you check your email regularly.

Personal attributes

Essential

Enthusiastic, confident and energetic

Able to plan and manage work efficiently within tight timescales

Organised person, able to prioritise

Able to work independently without supervision

Able to see what needs to be done, and do it

Able to be imaginative and overcome problems

Able to be diplomatic whilst dealing with people, whilst also being assertive and firm

Flexible person, able to adapt to various situations

Dependable, with endurance and perseverance

Self-motivated

Team worker

Desirable

-

Qualifications and relevant training

Essential

Degree or a Senior Administrative Qualification and experience

Desirable

Administrative or secretarial qualification

Relevant experience

Essential

Secretarial or administrative experience

Experience of committee administration

Experience of creating and administrating work programmes

Desirable

Experience of working within local government or the public sector, in particular corporate governance

Experience of working with elected members

Skills and specialist knowledge

Essential

Interpersonal, communication and persuasion skills of the highest level, including the ability to persuade officers and members at different levels.

An understand of the political scene

The ability to produce minutes of the highest standard

Excellent language skills

Excellent organisational skills

The ability to solve problems

High standard of IT skills

An understanding of local government

Holder of a driving licence

Desirable

-

Language requirements

Listening and Speaking - Higher

Able to follow a conversation or discussion through the medium of Welsh and English on a professional level and discuss general day to day topics in the field in order to present information and express opinions.Able to give a pre-prepared presentation and respond to any comments and questions on it in Welsh or English.

Reading and Understanding - Higher

Able to understand standard written Welsh and English; both formal and informal.Able to gather information from various sources such as letters, reports, articles through the medium of Welsh and English in order to fulfil the post.

Writing - Higher

Present written information confidently by letter, more detailed and technical report formats, and respond to written requests conveying information, ideas and opinion in Welsh and English (help is available to check the work).

Purpose of the post

•Ensure that the people of Gwynedd are at the heart of everything we do.

•Contribute as part of the team which provides professional support to all Councillors in the Council through the committees arrangements and any other professional support in order for the Councillors to fulfil their role and responsibilities.

Responsibility for functions

•-

Main duties

Support to Members

•Arrange various Council and joint committees (including informal meetings i.e. Informal Cabinet and Management Team / Group) through dialogue with the relevant officers, committee Chair and other Members as required.

•Draft forward plans, programmes and reports as required in consultation with relevant officers. Arrange translation and publish (through Modern.Gov) and distribute to all members and relevant officers.

•Provide clear and concise agendas and minutes, and publish on the Council’s website using Modern.gov

•Attend meetings and prepare accurate, clear and concise minutes of the discussions and decisions/recommendations ensuring prompt action on any decisions.

•Contact point for various committee work programmes (varies per officer).

•Deal with any correspondence arising from the committees.

•Deal with any enquiries from elected members and / or members of the public with regards to the work of any of the committees, and in the absence of a legal officer, deal with constitutional and procedural matters with regards to committees.

•Prepare Cabinet notice decisions for Cabinet decisions and/or Individual Cabinet Members Decision notices.

•Prepare and collate all minutes from the committees.

•Provide assistance to the council’s scrutiny work by supporting the scrutiny committees, including committee administration, scrutiny investigations which will scrutinise particular matters and advise on matters during preparatory meetings.

•Lead, as required, on scrutiny investigations, with elected members, advising on the way forward in investigations ensuring clear recommendations based on evidence, for the benefit of Gwynedd residents.

•Provide general support to elected members to enable them to undertake their general duties in their role as elected members e.g. assisting with IT matters etc.

•Undertake any relevant duties in assisting elected members in their roles (i.e.. Members remuneration, training, political balance)

•Provide assistance with any developments with technology i.e. Modern Gov, webcasting, remote attendance, voting system in the Chambers, dealing with any technical issues required for the smooth running of the committee.

•Sustain and develop the system which provides information for the internal website and the Council’s website, ensuring that information is current.

•Be aware of developments and changes within the democratic field, and bring these to the Manager’s attention, advising the Manager on the way forward to develop the service. .

•Assist in the process of collating and analysing relevant data to the service, producing a short report.

Specific Support

•Responsibility for a specific field with regards to member support (will vary per officer) i.e. outside bodies, remuneration, political balance, member attendance etc

Self-development

•Responsibility for self-development.

•Ensure compliance with Health and Safety rules in the workplace in accordance with the responsibilities noted in the Health and Safety at Work Act 1974 and the Council’s Health and Safety Policy.

•Operate within the Council’s policies in relation to equal opportunities and equality.

•Responsible for managing information in accordance with the Council’s information management guidelines. Ensure that personal information is treated in accordance with Data Protection legislation.

•Commitment to reducing the Council’s carbon emissions in accordance with the Carbon Management Plan, and to encourage others to act positively towards reducing the Council’s Carbon Footprint.

•Undertake any other reasonable duty which corresponds to the salary level and responsibility level of the job.

•Responsibility to report any concern or suspicion that a child or vulnerable adult is being abused.

Special circumstances

•Some evening work required, and in various locations with requirements to travel.

•All officers within the department are expected to be flexible in their work.

Mae gan Cyngor Gwynedd becyn cyflogaeth deniadol, am ragor o wybodaeth cliciwch ar y Pecyn Gwybodaeth

Mae Cyngor Gwynedd yn gweithredu’n fewnol trwy gyfrwng y Gymraeg ac yn cynnig ei holl wasanaethau yn ddwyieithog. Bydd angen i’r ymgeisydd gyrraedd y lefel ieithyddol sy’n cael ei nodi fel un o’r sgiliau hanfodol yn y Manylion Person.

Rydym yn annog pob ymgeisydd am swydd gyda’r Cyngor i gyflwyno ceisiadau yn Gymraeg neu yn ddwyieithog.
(Bydd ceisiadau sydd yn cael eu cyflwyno yn uniaith Gymraeg neu Saesneg yn cael eu trin yn gwbl gyfartal, ond gofynnir i’r ymgeisydd ystyried yn ofalus beth yw gofynion iaith y swydd a’r sefydliad ac a fyddai cyflwyno cais yn uniaith Gymraeg yn fwy addas.)


Am sgwrs anffurfiol gellir cysylltu â Annes Sion ar AnnesSion@gwynedd.llyw.cymru

Rhagwelir cynnal cyfweliadau 17/06/2024

Ffurflenni cais a manylion pellach gan Gwasanaeth Cefnogol, Cyngor Gwynedd, Swyddfa'r Cyngor, Stryd y Jêl, Caernarfon, LL55 1SH
Ffôn: 01286 679076
E-Bost: swyddi@gwynedd.llyw.cymru

DYDDIAD CAU: 13/06/2024

Os yn llwyddiannus i fod ar y rhestr fer am gyfweliad, byddwn yn cysylltu a chwi drwy’r
cyfeiriad E-BOST a gofnodwyd gennych ar eich ffurflen gais. Mae angen i chwi sicrhau eich bod yn gwirio eich E-BOST yn rheolaidd.

Nodweddion personol

Hanfodol

Person brwdfrydig, hyderus ac egnïol

Y gallu i gynllunio a rheoli gwaith yn effeithiol ac o fewn amserlenni tynn

Person trefnus, gyda’r gallu i flaenoriaethu gwaith

Y gallu i weithio’n annibynnol a heb oruchwyliaeth uniongyrchol

Y gallu i weld gwaith ac i weithredu ar hynny

Y gallu i fod yn ddychmygus wrth fynd i’r afael a phroblemau

Yn gallu i fod yn ddiplomyddol wrth ymdrin â phobl yn ogystal â bod yn bendant a chadarn pan fo angen

Person hyblyg, yn medru addasu’n hawdd i sefyllfaoedd gwahanol

Person dibynadwy, gyda dygnwch a dyfalbarhad

Hunan-gymhelliad

Gweithiwr Tîm

Dymunol

-

Cymwysterau a hyfforddiant perthnasol

Hanfodol

Gradd neu Gymhwyster Uwch Weinyddol yngyd a phrofiad perthnasol

Dymunol

Cymhwyster ysgrifenyddol neu Weinyddol

Profiad perthnasol

Hanfodol

Profiad ysgrifenyddol neu Weinyddol

Profiad o weinyddu cyfarfodydd

Profiad o greu a gweinyddu rhaglenni gwaith

Dymunol

Profiad o weithio o fewn cyfundrefn llywodraeth leol neu sector gyhoeddus yn benodol llywodraethu corfforaethol.

Profiad o weithio yn uniongyrchol gydag Aelodau etholedig

Sgiliau a gwybodaeth arbenigol

Hanfodol

Sgiliau rhyngbersonol, cyfathrebu a dylanwadu cryf gan gynnwys y gallu I drafod a dwyn perswâd ar Aelodau a Swyddogion ar bob lefel.

Ymwybyddiaeth o’r cyd-destun gwleidyddol

Y gallu I gynhyrchu cofnodion o safon uchel

Sgiliau ieithyddol cryf

Sgiliau trefniadaethol cryf

Sgiliau datrys problemau

Sgiliau technoleg gwybodaeth dda

Gwybodaeth o drefniadau llywodraeth leol

Meddu ar drwydded yrru

Dymunol

-

Anghenion ieithyddol

Gwrando a Siarad - Uwch

Gallu dilyn sgwrs neu drafodaeth drwy gyfrwng y Gymraeg a’r Saesneg ar lefel broffesiynol a thrafod pynciau cyffredinol bob dydd yn y maes er mwyn cyflwyno gwybodaeth a mynegi barn.Gallu darparu cyflwyniad wedi'i baratoi o flaen llaw ac ymateb i unrhyw sylwadau a chwestiynau arno drwy gyfrwng y Gymraeg a'r Saesneg.

Darllen a Deall - Uwch

Gallu deall Cymraeg a Saesneg ysgrifenedig safonol, ffurfiol ac anffurfiol.Medru casglu gwybodaeth o amrywiol ffynonellau megis llythyrau, adroddiadau, erthyglau, drwy gyfrwng y Gymraeg a’r Saesneg er mwyn cyflawni'r swydd.

Ysgrifennu - Uwch

Cyflwyno gwybodaeth ysgrifenedig gyda hyder ar ffurf llythyr, adroddiad mwy manwl a thechnegol ac ymateb i geisiadau ysgrifenedig gan gyfleu gwybodaeth, syniadau a barn drwy gyfrwng y Gymraeg a’r Saesneg. (Mae'n bosib cael cymorth i wirio'r iaith)

Pwrpas y swydd

•Sicrhau bod pobl Gwynedd yn ganolog i bopeth yr ydan ni yn ei wneud.

•Cyfrannu at waith y tîm sydd yn darparu cefnogaeth broffesiynol i holl Aelodau etholedig y Cyngor trwy’r gyfundrefn bwyllgorau ac unrhyw gymorth arall fel bo’r Aelodau yn gallu cyflawni yn eu dyletswyddau a’u gwahanol rolau.

Cyfrifoldeb am adnoddau e.e. staff, cyllid, offer

-

Prif ddyletswyddau

Cefnogaeth i Aelodau

•Trefnu Cyfarfodydd amrywiol bwyllgorau a chydbwyllgorau’r Cyngor (gan gynnwys cyfarfodydd mewnol anffurfiol ee Cabinet anffurfiol a’r Tim/Grwp Rheoli) drwy ymgynghori â’r swyddogion perthnasol, Cadeirydd y pwyllgor ac Aelodau eraill fel y bo angen.

•Drafftio blaen-raglenni, rhaglenni ac adroddiadau yn ôl yr angen mewn ymgynghoriad â swyddogion perthnasol. Trefnu eu cyfieithu a’u cyhoeddi (trwy Modern Gov) a’u dosbarthu i’r holl Aelodau a swyddogion perthnasol.

•Paratoi rhaglenni a chofnodion clir a chryno a’u gosod ar safle’r Cyngor trwy Modern Gov

•Mynychu cyfarfodydd a pharatoi cofnodion cywir, clir a chryno o’r drafodaeth a phenderfyniadau/argymhellion gan sicrhau gweithrediad buan ar unrhyw benderfyniadau.

•Gweithredu fel pwynt cyswllt i raglen waith pwyllgorau penodol (gan amrywio fesul swyddog).

•Delio â gohebiaeth sy’n codi o weithrediadau’r cyfarfodydd hyn.

•Delio ag Ymholiadau gan y cyhoedd ac Aelodau etholedig mewn perthynas â gwaith pwyllgorau, ac yn absenoldeb swyddog o’r Gwasanaeth Cyfreithiol, delio gyda materion trefniadol a chyfansoddiadol ynglŷn â phwyllgorau.

•Paratoi taflenni penderfyniad ar benderfyniadau’r Cabinet neu Aelodau unigol o’r Cabinet

•Paratoi a chasglu holl gofnodion y cylch pwyllgorau.

•Darparu cymorth i waith craffu’r Cyngor trwy gefnogi’r pwyllgorau craffu - yn cynnwys gweinyddiaeth y pwyllgorau, ymchwiliadau craffu a fydd yn craffu a herio materion penodol a chynghori ar faterion yn ystod y cyfarfodydd paratoi.

•Arwain, yn ôl yr angen, ar ymchwiliadau craffu gydag Aelodau etholedig gan gynghori ar drywydd ymchwiliadau yn barhaus a sicrhau argymhellion clir yn seiliedig ar dystiolaeth, er budd trigolion Gwynedd.

•Darparu’r cymorth cyffredinol i Aelodau i ymgymryd â dyletswyddau cyffredinol yn eu gwaith fel Aelodau etholedig ee cynghori gyda materion TG ayyb.

•Ymgymryd ag unrhyw ddyletswyddau penodol o ran y maes cefnogi Aelodau fel bo’r angen (ee cyflogau Aelodau, cyrff allanol, calendr pwyllgorau, Hyfforddiant, cyd-bwysedd gwleidyddol)

•Cynorthwyo’r gwasanaeth gyda datblygiadau mewn meysydd technegol perthnasol i’r gwasanaeth fel Modern Gov, gwe ddarlledu, darlledu o bell, system pleidleisio yn y siambrau ayyb gan ymdrin ag unrhyw ofynion technegol i sicrhau fod y pwyllgor/cyfarfod yn rhedeg yn esmwyth.

•Cynnal a datblygu’r system sydd yn cyflenwi’r safle mewnrwyd yr Adran a safle gwe’r Cyngor gan sicrhau bod y wybodaeth yn gyfredol

•Bod yn ymwybodol o ddatblygiadau a/neu newidiadau yn y maes, a thynnu sylw’r Rheolwr i’r datblygiadau hyn a chynghori’r Rheolwr ar ffyrdd o ddatblygu ac aeddfedu’r gwasanaeth.

•Cynorthwyo yn y broses o gasglu a dadansoddi ystadegau perthnasol i waith yr adain, a chreu adroddiadau byr.

Cefnogaeth benodol

•Cyfirfoldeb am faes penodol o ran cefnogi Aelodau (amrywio fesul swyddog) ee Cyrff allanol, costau teithio, cyd-bwysedd gwleidyddol, presenoldeb Aelodau ayyb

•Cyfrifoldeb am hunan ddatblygiad.

•Sicrhau cydymffurfiaeth â rheolau Iechyd a Diogelwch yn y gweithle yn unol â’r cyfrifoldebau a nodir yn Neddf Iechyd a Diogelwch yn y Gweithle 1974 a Pholisi Iechyd a Diogelwch y Cyngor.

•Gweithredu o fewn polisïau’r Cyngor yng nghyswllt cyfle cyfartal a chydraddoldeb.

•Cyfrifoldeb am reoli gwybodaeth yn unol â safonau a chanllawiau rheoli gwybodaeth y Cyngor.  Sicrhau bod gwybodaeth bersonol yn cael ei thrin mewn cydymffurfiaeth â deddfwriaeth Diogelu Data

•Ymrwymiad i leihau allyriadau carbon y Cyngor yn unol â’r Cynllun Rheoli Carbon ac i annog eraill i weithredu’n gadarnhaol tuag at leihau ôl-troed carbon y Cyngor.

•Ymgymryd ag unrhyw ddyletswydd arall cyfatebol a rhesymol sy’n cyd-fynd â lefel cyflog a lefel cyfrifoldeb y swydd.

•Cyfrifoldeb i adrodd ar bryder neu amheuaeth bod plentyn neu oedolyn bregus yn cael ei gamdrin

Amgylchiadau arbennig

•Gweithio gyda’r nos yn achlysurol ac mewn lleoliadau gwahanol.

•Disgwylir i ddeilyddion holl swyddi’r adran amlygu hyblygrwydd yn eu gwaith.

Cyngor Gwynedd
Apply nowApply nowShare
Welsh essential
Ready to apply for this opening?

Please let the organisation know that you found this position on this Job Board as a way to support us.

Apply nowApply now