Social Work Resources
Clerical Assistant (Local Office)
Job profile

Service:	Performance and Support

Grade scale:	Grade 1 level 4

Reports to:	Administrative Assistant

Purpose of the job

To provide an effective clerical support to operational colleagues to assist in meeting service objectives ensuring timescales and deadlines are met in accordance with procedures.

To supervise the workload of the clerical staff working within a variety of administration teams, ensuring duties are carried out to ensure an effective service delivery.

Key tasks and responsibilities

Provide clerical support to the relevant service areas ensuring a high level of security and confidentiality within the office to contribute to the effectiveness of the service.

Process correspondence and other documentation in order to communicate and present service information in a clear and concise manner.

Process and maintain sensitive information to pre-determined procedures and standards.

Undertake specialist clerical activities in accordance with pre-determined procedures, instructions and standards to support the effective provision of the service.

Liaise with internal and external customers to ensure the effective provision of the service.

Demonstrate a commitment to achieving the behaviours framework.

Person specification

Criteria	Essential	Desirable
Education, qualification and training	IT skills including, Microsoft Word, Outlook and Excel
Skills, knowledge and experience	Work in a highly professional manner, exercising confidentially and discretion at all times Good organisational skills Good communication skills, both verbal and written Good customer care skills	Supervisory experience
Personal qualities	Ability to respond effectively to changing priorities Ability to prioritise workload, deliver results against agreed timescales and achieve deadlines Inclusive and supportive team player To work in a flexible, adaptable manner and to always act with discretion and tact
Other	To behave with honesty and openness: treating people consistently, fairly and with respect

Safer recruitment checks

As part of our approach to good practice and safer recruitment we carry out a number of pre-employment checks

Asylum and Immigration right to work in the UK.

Reference check: external candidates require 2 references, one of which must be from present or most recent employer; Internal candidates require 1 reference from current line manager.

Candidate Disclosure Scotland check, where applicable.

Behaviour framework

The council’s behaviour framework is a set of core behaviours that defines how employees approach work to enable the delivery of key tasks for the role. The expected behaviours for this role are:

Efficient

Punctual and conscientious in your approach to work.

Use council resources efficiently, avoiding waste and unnecessary expense.

Identify inefficiency in processes and communicate this to your manager.

Meet deadlines and targets in your day-to-day work.

Understand the impact of wasteful behaviours on the environment and you act to minimise this impact.

Flexible

Willing to learn new tasks and accept new ways of working.

Willing to be flexible in your approach to work to meet changing service delivery needs, deadlines, and urgent priorities.

Help team members when they have urgent deadlines and prioritise your work accordingly.

Understand the need for change and are open to this across your working life.

Performing

Is polite, professional and friendly to customers and apply customer care standards and attitudes at all times.

Works safely to maintain the safety of yourself and other raising concerns about unsafe working practices.

Meets standards of work required in your role in terms of quality and output.

Uses initiative to solve problems and raise potential issues.

Acknowledges when mistakes are made and learns from them.

Seeks feedback on your performance to learn and improve.

Working with others

Works alongside internal and external colleagues to meet common objectives.

Has professional relationships with colleagues and is aware of dignity at work standards.

Actively and respectfully listens to people in order to understand them and their views.

Contributes appropriately in team and other meetings and discussions.

Presents words and views clearly in a way that other people find meaningful.

Respect diversity and promote equality of opportunity when working with colleagues and members of the public.

Leading

Role models the standards of behaviours expected of a South Lanarkshire Council employee.

Displays and enables leadership through sharing knowledge and skills, seeking guidance and providing support to your colleagues, team and the wider community.

Is aware of and adheres to professional codes of practice and the council’s code of conduct and understand how these impact on employment with the council and public perception of council employees.

If you need this information in another language or format, please contact us to discuss how we can best meet your needs.

Phone 0303 123 1015 or email equalities@southlanarkshire.gov.uk