Resource Planning Support Officer

Based at:            Service Headquarters, Portishead

Contract:            Permanent

Hours:                 37 hours per week

Salary:                 Hay 9 (£22,571 – £25,927) per annum

Closing date:     Noon on Tuesday 12th July 2022

 

 

An exciting opportunity has arisen to join Avon Fire & Rescue Service as a Resource Planning Support Officer. We’re looking for someone to help ensure the Service has sufficient personnel on duty to perform its statutory responsibilities, by recording and analysing information and dealing with queries on the deployment, absences and availability of operational staff, and for applying corporate policies on crewing levels.

 

The successful post holder will help prioritise day to day work and deal with enquiries promptly and efficiently.  Maintain effective liaison with team colleagues to help co-ordinate action and advice on maintaining staffing levels and monitoring absences and training events, to minimise delays and avoid duplication of effort or errors.

 

The Resource Planning Support Officer will coordinate and programme training events, incorporating key elements of the training cycle.  Ensure that all scheduled courses are fully subscribed as far as possible, taking into account operational requirements and staff availability on all watches, to ensure AF&RS receives best value for money.  Update FireWatch and the individual’s records.

 

You will also maintain and monitor attendance management information, including updating information on sickness and RTWI’s.  Ensure all ‘Return to Work Interviews’ are submitted, in accordance with the Service’s Attendance Management Policy, using initiative to ensure deadlines are met.

 

In order to be considered for this position, it is essential that you have relevant administrative experience. It is important that you are able to communicate effectively orally and in writing with a range of staff and external contacts. You must have the ability to work accurately and positively under pressure to meet deadlines, combined with an efficient, methodical approach.

 

It is also vital that you are computer literate with a good working knowledge of the Microsoft Office, plus experience of compiling/manipulating information in different formats, particularly spreadsheets, and accurately and efficiently inputting data.

 

In return, we will offer you 24 days annual holiday (plus public holidays), enrolment into the Local Government Pension Scheme, and access to our Cycle to Work scheme. Based at our newly developed Headquarters in Portishead, surrounded by a nature trail and memorial garden (for those quiet moments), you will also have access to kitchen, restaurant and coffee bar facilities, multi-gym, sports hall, and free parking.

 

Please note - as this post is based at our new Headquarters which we share with Avon & Somerset Police, the successful applicant will be required to undergo a security clearance check.

 

To see the full duties of the role and candidate criteria required please see the job description provided.

 

How to apply:

 

The job description and application is available to download on our website https://www.yesyoucan.careers/. Once you have read the job description please complete the application form telling us how you meet the requirements of the role - tell us how your skills, qualifications and experience match those required for this role, and provide examples wherever you can. The information you give us will assist us in our shortlisting process.

 

Completed applications must be submitted to Human Resources, Avon Fire & Rescue Service, Police & Fire Headquarters, PO Box 37, Valley Road, Portishead, Bristol BS20 8JJ by the closing date and time. Alternatively, you can email your application to recruitment@avonfire.gov.uk. Late applications will not be accepted. 

 

Please quote job reference number 1595 [JD number] on any communications. Thank you.

Job description

Job Description

 

www.avonfire.gov.uk

 

 

 

Job Title:   Resource Planning Support Officer

Directorate:     Operations Response

Unit:                  Resource Planning                                                                                                      - Human Resources

Post No:     1595, 1596, 1597

Grade:               H 9

 

 

1.         Job Purpose

 

    1. To help ensure the Service has sufficient personnel on duty to perform its statutory responsibilities, by recording and analysing information and dealing with queries on the deployment, absences and availability of operational staff, and for applying corporate policies on crewing levels.

 

    1. To provide a wide range of administration support to the Resource Planning Team customers to ensure training events are planned, coordinated and scheduled efficiently and effectively whilst meeting internal and external customer requirements.

 

2.         Background

 

    1. AF&RS covers the areas of Bristol, Bath & North East Somerset, North Somerset and South Gloucestershire, with fire stations and office locations in each.  The Headquarters is based at Portishead.   

 

    1. The Resource Planning Unit provides a central point for crewing control, collation of records and the analyses of information relating to operational staff, training records and absence.  Information is received from Fire Stations, the Human Resources Unit and staff responsible for training and development. Using this information, management can take decisions on how to optimise attendance and maintain minimum crewing levels. The Team is also responsible for the administration of absence monitoring for all employee groups.

 

    1. The Unit’s primary objective is to ensure that professional training, learning and development programmes are scheduled, while ensuring all operational staff have access to the opportunity to take leave and other authorised absence in line with Service Policy, whilst ensuring minimum crewing levels are managed and maintained.

 

3.         Duties & Responsibilities

 

    1. Help prioritise day to day work and deal with enquiries promptly and efficiently.  Maintain effective liaison with team colleagues to help co-ordinate action and advice on maintaining staffing levels and monitoring absences and training events, to minimise delays and avoid duplication of effort or errors.

 

    1. Coordinate and programme training events, incorporating key elements of the training cycle.  Ensure that all scheduled courses are fully subscribed as far as possible, taking into account operational requirements and staff availability on all watches, to ensure AF&RS receives best value for money.  Update FireWatch and the individual’s records.

 

    1. Ensure maximum allocation for Severn Park courses, including the provision of accurate information to enable bids for training events.  Ensure information is accurately updated and disseminated, including the processing of cancellations, allocations/amendments and issuing of certificates.

 

    1. Request, and chase up training and development requirements from Managers. Coordinate responses and assist in the preparation of the Annual Training Plan. Liaise with appropriate line-managers and other AF&RS Units as necessary to identify or clarify staff training needs.

 

    1. Using knowledge about the crewing levels schedule and organise bespoke training events during the training year, making recommendations on the most appropriate dates to fit in with the organisations operational needs.

 

    1. Update and maintain records using returns from Stations (Mob14’s) to monitor and maintain minimum crewing levels across the Service’s Wholetime stations.  Arrange ‘detached duties’, within the required guidelines, if staffing levels are below the minimum and inform the relevant Stations. 

 

    1. Collate, monitor and approve the allocation of public holidays, as required, in accordance with Service Policy and inform operational management and the relevant employee.  All changes should be updated to enable accurate information on crewing levels is maintained.  Disseminate the information to the relevant managers to ensure up-to-date information on public holiday entitlements. 

 

    1. Accurately interpret absence information/applications, in accordance with Service policy, for all employees, including operational staff, flexi duty officers and support staff.  Make corresponding decisions relating to annual leave, sickness, training and other absences, to ensure that the Service has sufficient personnel on duty to perform its statutory responsibilities.

 

    1. Maintain and monitor attendance management information, including updating information on sickness and RTWI’s.  Produce reports relating to sickness information (including outstanding sickness certificates) for Units and managers to assist with planning and performance issues.  Ensure all ‘Return to Work Interviews’ are submitted, in accordance with the Service’s Attendance Management Policy, using initiative to ensure deadlines are met.

 

    1. Co-ordinate and maintain data relating to the attendance or absences of On-Call personnel and produce reports regarding their performance for Operational Management.  Authorise and arrange payment for any attendances at Drill Nights, within set deadlines.

 

    1. Produce reports on information relating to crewing levels, attendances and sickness or other absences, as required for the Service Management Board (SMB), CFA and outside bodies, including CLG and the public. Respond to any general queries arising as necessary.

 

    1. Produce and issue clear, relevant and accurate information in an appropriate format for Operational Managers on a range of different areas, particularly training and crewing information, utilising FireWatch (and other relevant systems).  Analyse data requirements and develop reports, charts and graphs in response to new issues or problems to support decision making by senior staff.

 

    1. Assist with providing information/guidance to employees on Operational policies, including guidance on their Conditions of Service and the Operational Training Policy.

 

    1. Accurately maintain and update FireWatch with information relating to all Service personnel, including information on sickness, other absences and training events.  The accuracy of the information recorded is vital as this will be provided to managers to assist their decision making.

 

    1. Undertake a range of project work which may include research, liaising with training providers and our internal stakeholders, collating information on absences, and interpreting, analysing and presenting statistical information and summaries, as required.  When necessary book related travel arrangements and raise purchase orders.

 

    1. Offer suggestions for, and help develop and implement, improvements to administrative procedures and processes within the Unit, maximising the use of technological solutions wherever appropriate, to increase efficiency and effectiveness.

 

    1. Develop and maintain an understanding of the work of colleagues within the Team, in order to
  • provide cover for the absence of the Unit manager when required
  • provide cover for absent colleagues and peaks in workload
  • work collaboratively as necessary to ensure continuity of service and to meet customer needs within set deadlines, ensuring that risk critical areas of work are completed.

 

    1. Deal with and respond to messages and queries from Stations and elsewhere within the Service, either over the telephone, by e-mail, or face to face, providing general information and clarification, referring more complex queries or relaying messages to other members of the Team as necessary.

 

    1. Provide all-round administrative support to enable the Resource Planning Unit to operate efficiently and effectively. When required, provide administrative support to other Units within the Directorate to ensure customer needs and deadlines are met.

 

    1. Ensure you maintain an awareness of Health and Safety Regulations and Service policies relevant to the duties and tasks you carry out and report any situations or incidents which could be considered hazardous.  You have a responsibility for your own safety and must not endanger that of colleagues/visitors in the workplace or the public.

 

    1. As an employee of AF&RS, we require all staff and supervisors to promote equality and diversity: You must:

 

  • ensure that, both in your dealings with other employees and with members of the public, you comply with all aspects of the Service’s Equality Policy and legislation that outlaws discrimination
  • treat members of the public and other AF&RS staff  with  respect and dignity at all times
  • take action on witnessing an act that could be considered discrimination or harassment, challenging it and/or raising with managers.

 

    1. Ensure you perform all duties in accordance with the principles and requirements of the General Data Protection Regulations.

 

    1. Carry out such other duties as may reasonably be required in relation to a post of this nature, without prejudice to your right to seek a re-evaluation of the post.

 

    1. This Job Description contains only the main duties and responsibilities for this post and does not describe in detail all the duties required to carry them out.

 

4.         Supervision & Work Planning

 

    1. You will report to the Senior Resource Planning Support Officer who will allocate work, monitor results and determine priorities. However, you will be expected to work with minimum supervision and to use your initiative in carrying out day to day activities in order to meet customer requirements and deadlines within defined policy and procedures.  Work may be generated by any of the Operational Response/Learning & Development Managers, and you will need to work closely with them on individual tasks.

 

    1. You will be expected to work effectively as part of a team, developing knowledge of other work areas in order to provide cover for absent colleagues or to respond to peaks in workload, as necessary to ensure continuity of service and to meet customer needs within set deadlines.

 

5.         Qualifications & Experience

 

            Essential

  • Relevant administrative experience.
  • Able to communicate effectively orally and in writing with a range of staff and external contacts. 
  • Able to prioritise, work to deadlines and manage time effectively with minimal supervision.
  • Able to work accurately and positively under pressure to meet deadlines, combined with an efficient, methodical approach.
  • Able to work effectively and contribute positively within a team.
  • Committed to customer care and satisfaction, ensuring deadlines and quality standards are met.
  • Computer literate with a good working knowledge of the Microsoft Office Suite, plus experience of compiling/manipulating information in different formats, particularly spreadsheets, and accurately and efficiently inputting data.
  • Able to use initiative in interpreting and applying a wide range of rules and policies affecting crewing levels and employee absences.
  • Able to undertake basic research, collate information and prepare letters/reports.
  • Experience of maintaining computerised systems.
  • Experience of collecting, interpreting and presenting basic statistical information
  • Excellent organising skills and able to implement and maintain new administrative systems and procedures.

            Desirable

  • Previous experience of working in the Fire & Rescue Service.     

 

6.         Special Notes

 

    1. The Resource Planning Unit has access to highly confidential and sensitive information.  It is essential that you act with tact and discretion at all times ensuring that the requirements of the General Data Protection Regulations (GDPR) are met. 

 

    1. Although based at a specific location, for efficiency we may require you to work from any base within the Service area for which we will pay allowances where appropriate.

 

    1. You are required to wear clothing suitable to the type of work you are undertaking, which may include AF&RS branded, corporate clothing and protective clothing as deemed appropriate by your line manager.

 

 

 

For official use only:

 

 Date approved:         19 July 2018

 

 Date effective:                      

To be signed by the postholder:

 

 Received:

 

 Date:

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