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Department: Emergency PlanningRole Code: ECPEM??Grade/Rank: Band TBCResponsible to: Business Delivery Manager Responsible for: No line management responsibility

Job Purpose:

To protect and save life, property and the environment as a member of the Essex Civil Protection and Emergency Management (ECPEM) team. ECPEM is responsible for undertaking Essex County Council’s (ECC) local authority statutory duties under the Civil Contingencies Act 2004 and other legislation where there is an emergency planning requirement.

Main Duties and Responsibilities:

1. To provide general support and assistance in all areas of administration for ECPEM and partner agencies as required. The role is varied and will include the processing of internal/external communications and if required passing to the appropriate person in a timely manner, ensuring managers/officers are informed of urgent and important developments. It will also cover the monitoring, organisation, reporting and maintenance of storage facilities, stationary, electronic/hard copy filing systems and equipment (e.g. IT, multi-functional devices and faxes etc). To be competent in using specialist databases by providing reports, analytical and statistical information. Run and collate reports for colleagues and management within Essex County Council (ECC) and Essex County Fire & Rescue Service (ECFRS) including analysis of all training, exercises and workshops undertaken and delivered by the Service. Understand workings of databases and be able to audit/resolve inputting queries. Be the technical contact for internal databases, software packages, attending related meetings/forums and coaching and mentoring staff as required in their use.

2. To use MS Outlook facilities to manage emails, provide diary management, schedule

meetings, and maintaining ECPEM Emergency contacts. This will also include the booking and setting up of meeting/conference rooms, taking minutes/action points, arranging hospitality and liaison with caterers.

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3. Process training requests via Learning & Development and deliver key elements of the ECPEM’s training programme by supporting a variety of training, exercises, seminars and conference events delivered by the service and/or partners within the Essex Resilience Forum.

4. To raise purchase orders, invoices, receive goods/services, set up new suppliers, use of ECFRS purchase card, statement reconciliation and issuing of petty cash and carry out other financial processes as required. Ensure a systematic approach is followed in processing financial commitment data/accruals, reporting, and resolution of coding and budget authorisation queries.

5. Be competent in supporting the delivery of specialised areas of work identified by work programs and specified projects as required by the Partnership Agreement between ECC and ECFRS in partnership with other Category 1, Category 2 responders and voluntary agencies, ensuring deadlines are met and keeping managers updated on current status. Have the ability to create, produce and review processes embracing change to create good practice across ECPEM.

6. To co-ordinate delivery of technical support in liaison with ICT departments, administrative and financial functions ensuring compliance with ECFRS/ECC service specific policies and procedures.

7. Adhere to relevant ECC/ECFRS policies and procedures and positively contribute to a safe working environment ensuring compliance with Health and Safety, Risk Management, Business Continuity and Safeguarding Policy. Protect all personal information in adherence with the Data Protection Act 1998.

8. To support the delivery of the ECPEM Duty Officer system for Essex, that provides an immediate 24 hour response to the emergency services, local authorities and other agencies in an emergency.

9. Any other duties commensurate with the responsibilities and grading of the post.

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