Administration Assistant (Enterprise Services)
Service: Enterprise and Sustainability Development Services
Grade scale: Grade 2 Level 1
Reports to: Administration Assistant
Purpose of the job
To undertake a broad range of administrative duties which contributes to an effective services provision and provide an administrative support to the Planning and Building standards service.
Key tasks and responsibilities
To accurately receipt and pre-register planning and building warrant applications, digitise planning applications and prepare neighbour notification notices for issue.
Scan and allocate incoming correspondence ensuring correct document categories are applied and ensure mail is sent to the correct case management system workflow and indexed in accordance with pre-determined procedures.
Carry out daily cash and weekly banking duties and reconcile planning and building standards income.
Issue planning decisions notices and post decision correspondence, including appeals and hearing documentation, prepare planning advert schedules and reconcile advertising fees.
Register building warrant applications and letter of comfort applications, produce objection letters, issue building warrants, creating plots and sites and issue completion certificates.
Person specification
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Criteria |
Essential |
Desirable |
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Skills, knowledge, experience |
Ability to liaise effectively with planning colleagues Demonstrate effective numeracy and literacy skills, with the ability to communicate clearly in both written and verbal formats. Comfortable using Microsoft Office applications such as Word, Excel, and Outlook, and able to produce standard documents, organise information, and communicate appropriately. |
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Personal qualities |
Demonstrates initiative and drive Ability to work alone and as part of a team Demonstrate a professional, discreet and courteous manner when dealing with colleagues and customers. Ability to adapt effectively to changing priorities and workloads. Highly motivated, reliable and dependable with a positive and proactive approach to work Inclusive and supportive team player Demonstrates a flexible approach to the needs of the department, the service and the council Ability to prioritise and organise workload, deliver results against agreed timescales and achieve deadlines |
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Other |
To demonstrate behaviours consistent with honesty and openness: treating people consistently, fairly and with respect Ability to work with discretion, tact and professionalism at all times |
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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.
- Use of information technology to achieve best outcomes.
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.
- Respects diversity and promotes 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.