Derbynnydd Dwyieithog / cynorthwywr gweinyddol - Bilingual Receptionist / Administrative Assistant

Wrth gynnig gwasanaeth cyflawn yn y dderbynfa, chi fydd y ddolen gyswllt gyntaf o ran ymwelwyr, ymholiadau, nwyddau a galwadau ffôn.  A chithau’n un o weithwyr gweinyddu WLGA hefyd, bydd rhaid cyflawni dyletswyddau gweinyddu priodol, gan gynnwys cynorthwyo timau eraill yn ôl yr angen.

PRIF DDYLETSWYDDAU A CHYFRIFOLDEBAU

• Gweithredu’n ddolen gyswllt gyntaf ag WLGA gan drin a thrafod staff mewnol, ymholwyr ac ymwelwyr mewn modd proffesiynol, croesawu ymwelwyr yn y ddwy iaith swyddogol, ateb a chyfeirio galwadau ffôn, trin a thrafod negeseuon ebost a chyflawni dyletswyddau cysylltiedig eraill derbynfa.

• Trefnu cyfarfodydd ac achlysuron ledled Cymru gan gynnwys cadw lleoedd ac archebu lluniaeth mewn canolfannau ac anfon rhestrau agenda, papurau a gwybodaeth berthnasol at y rhai fydd yn cymryd rhan.

• Archebu nwyddau a gwasanaethau, prosesu archebion ac anfonebau.

• Rheoli dyddiaduron ystafelloedd cyfarfod mewnol gan ofalu bod yr ystafelloedd yn addas ar gyfer pob cyfarfod.

• Diweddaru dyddiadur cynnal a chadw’r adeilad gan gydweithio â Rheolwr Swyddfa WLGA i ofalu bod problemau’n cael eu datrys yn effeithiol.

• Llungopïo dogfennau a phapurau.

• Trefnu teithiau a llety ar ran staff WLGA.

• Mynd i gyfarfodydd gyda rhai o staff eraill WLGA weithiau, a chodi cofnodion.

• Bod yn fodlon cydio yng ngwaith y tîm a threfniadau ehangach WLGA (megis y strwythurau, yr aelodau a’r pwyllgorau) fel y gallwch chi gyflawni’r rôl yn well.

• Meithrin cysylltiadau da â staff pob sector a’r cyhoedd.

• Ymgymryd ag unrhyw ddyletswyddau perthnasol eraill, yn ôl statws y swydd.

Eraill:

• Bydd rhaid dechrau am 8.30 bob bore.Ar wahân i hynny, fe fyddwch chi’n gweithio yn ôl cynllun amser hyblyg.

  GOFYNION Y SWYDD

Profiad a medrau

Hanfodol:

• Gallu cyfathrebu’n dda yn y Gymraeg a’r Saesneg, ar lafar ac ar bapur.
• Profiad o gyflawni amryw orchwylion cymorth gweinyddol mewn modd prydlon a chywir.
• Gallu meithrin cysylltiadau effeithiol â staff y sefydliad a phartneriaid – gan gynnwys cynghorwyr.
• Profiad o weithio mewn sefydliad prysur a’r gallu i ymdopi â blaenoriaethau sy’n cystadlu â’i gilydd yn y gwaith.
• Ymroi i safonau uchel o ran gwaith, gonestrwydd a phroffesiynoldeb.
• Profiad o raglenni Microsoft Office (Word, Excel, PowerPoint ac Outlook).
• Gallu gweithredu’n broffesiynol bob amser, gan amlygu eich profiad o drin a thrafod pobl ar bob lefel mewn sefydliad.
• Medrau rhagorol o ran gweinyddu a thechnoleg gwybodaeth.
• Dibynadwy, gyda chymhelliant cryf.

Defnyddiol:

• Profiad o gydweithio ag asiantaethau cyhoeddus, gwirfoddol a phreifat.
• Profiad o ddefnyddio Microsoft SharePoint.
• Bod yn fodlon cymryd rhan mewn rhaglenni dysgu a datblygu fel y bo’n briodol.

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The post-holder will provide a full reception service including first point of contact for all visitors, enquiries, deliveries and telephone calls. The post holder will also be a member of the Central Administration team at the WLGA and will be required to carry out appropriate administrative duties, including the provision of administrative support to other teams as needed.

MAIN DUTIES AND RESPONSIBILITIES

• Acting as the first point of contact with the WLGA, conveying a professional manner in all internal and external contacts. Providing bilingual welcome to visitors, answering and directing telephone calls, e-mails and other associated reception duties

• Arranging meetings and events across Wales, including booking venues and refreshments, sending out agendas, papers and briefings to attendees

• Placing orders, processing purchase orders and invoices

• Managing internal room bookings and diaries, ensuring the rooms are suitable for the requirements of the meetings

• Keeping the building maintenance log up to date and liaising with the Office Manager to ensure issues are sorted effectively

• Photocopying documents and business papers

• Arranging travel and accommodation for WLGA staff

• On occasion attending meetings with other WLGA officer and taking minutes

• A willingness to engage in and learn about the work of the team and the wider workings of the WLGA (structures, membership, committees etc) in order to better undertake the role

• To build positive working relationships with staff across all sectors and members of the public

• Any other duties commensurate with the grade

Other:

• The post holder will be required to start at 8.30am each day, but otherwise works within the flexible working scheme

  PERSON SPECIFICATION

Experience and Skills

Essential:

• Excellent spoken and written communication in both Welsh and English.
• Experience of undertaking a range of administrative support tasks in a timely and accurate manner.
• Ability to build effective relationships within the organisation and with partners, including elected members.
• Experience of working in a busy organisation, with the ability to manage competing work priorities.
• Have a commitment to high standards of practice, integrity and professionalism.
• Experience of using Microsoft Office packages (Word, Excel, Powerpoint and Outlook).
• Able to remain calm and professional at all times and experienced in dealing with persons at all levels in the organisation.
• Excellent IT and administrative skills.
• Reliable and self-motivated.

Desirable:

• Experience of working in partnership with other agencies in the public, voluntary and private sectors
• Experience of using Microsoft Sharepoint
• Prepared to undertake learning and development programmes as appropriate