EAST HAMPSHIRE DISTRICT COUNCIL JOB DESCRIPTION

Transcription

1 EAST HAMPSHIRE DISTRICT COUNCIL JOB DESCRIPTION JOB TITLE: SECTION: THEME: RESPONSIBLE TO: POST NUMBER: Information and Records Assistant Planning Services Environment Information Support Team Leader PC 318T JOB PURPOSE Undertaking essential record keeping and archiving of planning records within the Planning Development Service in support of all staff and customers and providing assistance to the Information Support Officer DIMENSIONS New planning application cases: approximately 1900 (2008/09) NUMBER IN TEAM 3 4 ORGANISATIONAL STRUCTURE See attached. PRINCIPAL ACCOUNTABILITIES 1. To comply with statutory requirements and regulations, policies and procedures, particularly in relation to equal opportunities and health & safety. 2. To contribute to Risk Management activity within the remit of your post. 3. It is the responsibility of all staff who input, store, retrieve, or otherwise manage data to ensure that it is of the highest quality.

2 4. Maintain and oversee efficient maintenance of systems for Planning Development records held in paper-based, microfilm, electronic and other formats so that staff and customers can locate stored information as easily as possible. This includes maintaining the immediate past planning history files in good order and in a readily available condition. 5. Undertake post-decision administration of planning application files and the upkeep of the filing system, including preliminary enquiry letters in paper, microfiche and electronic formats. 6. Prepare and monitor work of other team members in the preparation and/or transfer of paper-based planning records to electronic and other formats and if appropriate, check when returned from contractor. 7. Prepare and monitor work of other team members in preparation and scanning and uploading of planning application documentation to the Council s website, in line with the government s requirements. 8.Provide assistance to the Information Support Officer in maintenance and updating of Acolaid and other systems as required. 9. Update the Planning general Harvey file index in consultation with the Planning Policy team. 10. Carry out any other duties within the service, as required by the Head of Planning Development, to meet the workload demands of the service. KEY CONTACTS Other members of staff within the service Members of staff from other departments Solicitors Members of the public This job involves, or is accountable for, the processing of personal data. As such the postholder will need to have, or develop a satisfactory understanding of, data protection principles and ensure that corporate procedures in respect to this area are applied at all times. The postholder must be aware of their responsibilities under the Freedom of Information legislation.

3 CRITICAL COMPETENCES IDENTIFIED (EHDC FRAMEWORK) The EHDC competency framework identifies 12 key competencies comprising 6 generic competencies and 6 management competencies. Generic Competencies - The attributes we want everybody employed by the Council to demonstrate. All staff will be judged against these. GENERIC COMPETENCE DEFINITION WHY IT MATTERS TEAM WORKING A genuine commitment to work cooperatively with others (both internal and external) rather than working separately or competitively. Effective team working promotes the sharing of information and prioritisation of limited resources. Team working is critical so problems can be identified and common solutions found. ORGANISATIONAL SKILLS AND FOCUS Manage work loads and pressures and delivers within given timescales. The ability to be organised and focused on the right issues are key to the successful delivery of targets and services. CREATIVITY & INITIATIVE CORPORATE KNOWLEDGE Proactively seeks out opportunities and implements creative solutions. Understands how the Council operates to achieve objectives. Local government is faced with a number of challenges which require imaginative thinking and creative solutions. It is important we act as a joined up organisation and are aware of how to serve the customer. Utilising corporate knowledge of how we operate should result in a better service to our customers. CUSTOMER CARE PROFESSIONALISM A willingness to listen to and address the needs of customers. This includes seeking feedback and acting upon it. Aims to improve the customer experience. Demonstrates a positive attitude and acts in a business-like manner. Customers are at the heart of what we do and we must ensure we deliver high standards of customer delivery throughout the Council. It is vital that our customers receive a professional service and they are met by a positive approach from the Council.

4 PERSON SPECIFICATION EDUCATIONAL/ PROFESSIONAL QUALIFICATIONS AND KNOWLEDGE Literate and numerate EXPERIENCE IT skills Desirable: Good, sound administration and IT skills Experience of working in a busy office environment SKILLS AND ABILITIES Ability to work as a member of a team Reliable and able to work to tight deadlines Practical and output orientated Ability to lift heavy loads PERSONAL QUALITIES / ATTRIBUTES / APTITUDES Fit and healthy to cope with lifting Commitment to accuracy and quality Versatile and adaptable to different requirements Prepared by: Information Support Team Leader Date: October 2009

5 East Hampshire District Council PLANNING SERVICES STRUCTURE UNTIL 31 MARCH 2011 (1of 2) XX401 Operations Director PC102 Head of Planning Services PC101 Planning Development Manager PC201 Compliance Manager PC303 Technical Team Leader PC103 Principal Team Leader PC117 S106 Monitoring Officer & Project Engineer PC105 District Team Manager PC324 PC207T Temp Compliance Planner PC305 Technical Assistant PC104 Principal Planning Officer PC111 Senior Planning Officer PC203 Development Inspector PC307T Temp Technical Assistant PC113 Principal Planning Officer PC114 Planning Officer PC204 Development Inspector PC308T Temp Technical Assistant PC116 Principal Planning Officer PC108 Planning Officer PC205 Compliance Assistant PC310 Technical Assistant PC115 Planning Officer PC206 Planning Conditions Compliance Admin PC320 Technical Assistant PC106 PC312 Planning Support Assistant PC1.OPX October 2009

6 East Hampshire District Council PLANNING SERVICES STRUCTURE UNTIL 31 MARCH 2011 (2 of 2) XX401 Operations Director PC102 Head of Planning Services PC302 Info Support Team Leader PC700 Asst. Head of Planning Services PC318T Temp Info & Records Assist PC701 Policy Team Leader PC801 Heritage Team Leader PC802 Principal Conservation Off. PC401 IT Support Officer PC702 Principal Policy Planner PC804 Arboricultural Officer PC803T Conservation Officer PC703 Policy Planner PC805 Arboricultural Officer PC808 Planning & Conservation Officer PC704 Principal Policy Planner PC807 PC705 Principal Policy Planner PC806 Countryside and Bio Diversity Officer PC706 PC2.OPX 01 October 2009

7 East Hampshire District Council Management Structure CHIEF EXECUTIVE (Joint CE with Havant BC) DEPUTY CHIEF EXECUTIVE BUSINESS DIRECTOR (Section 151 Officer) OPERATIONS DIRECTOR COMMUNITY & DEMOCRATIC SERVICES FINANCE HOUSING & PROPERTY SERVICES HUMAN RESOURCES COMMUNICATIONS, CUSTOMER & IT SERVICES ENVIRONMENTAL SERVICES LEGAL SERVICES (Monitoring Officer) POLICY & PERFORMANCE REVENUES & BENEFITS PLANNING SERVICES MANAGEMENT FORUM The forum is made up of key managers from around the Council including all those on this chart. BUILDING CONTROL OLT.OPX Shaded boxes indicate those on Officer Leadership Team(Initially a 3 year arrangement from September 2008) October 2009