Administration Assistant (Support Services)
Service: Support Services
Grade scale: Grade 2 Level 2
Reports to: Administrative Officer
Purpose of the job
To undertake a broad range of administrative duties which contribute to an effective services provision on behalf of Facilities, Admin and Operations and manage support team.
Key tasks and responsibilities
To deliver a quality support services to Facilities, Admin and Operations within Community and Enterprise Resources establishing open and effective communications and deploying resources to meet service delivery and performance standards. Identify, business change opportunities in order to enhance the delivery of operational services and promote business efficiency.
To undertake a range of specialist tasks and activities in accordance with predetermined procedures and standards to support the effective provision of the service including monitor and supervise the overtime/wages process for Facilities, monitor the IMPROVE Health and Safety audit system and Apex accident system and liaise with Facilities Services as required, monitor the mail process and undertake the Local Records Officer role for Objective.
To undertake tasks and processes related to Iprocurement including supplier adoption and invoice holds process and processing, monitoring, investigation and analysis of information to the Service.
To supervise staff including Performance Appraisal, Maximising Attendance and provide training. Develop opportunities to maximise resources in line with council’s policy and procedures in relation to writing and communicating procedures, facilitating meetings and training sessions.
To administer the processing of information/correspondence in order to communicate and present information in a clear and concise manner ensuring accuracy and compliance with council standards. Assist the Operations services with the service planning process via IMPROVE.
Person specification
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Criteria |
Essential |
Desirable |
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Skills, knowledge, experience |
Highly proficient in the use of Microsoft Office applications, including Word, Excel, and Outlook, with the ability to produce high-quality documents, manage data effectively, and communicate professionally. Demonstrate effective numeracy and literacy skills, with the ability to communicate clearly in both written and verbal formats. Ability to prioritise and organise workload, deliver results against agreed timescales and achieve deadlines |
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Personal qualities |
Demonstrates initiative and drive Ability to work alone and as part of a team Inclusive and supportive team player Demonstrate a professional, discreet and courteous manner when dealing with colleagues and customers. Demonstrates a flexible approach to the needs of the department, the service and the council Highly motivated, reliable and dependable with a positive and proactive approach to work Inclusive and supportive team player |
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Others |
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.