COMM - Administrative Officer

Service: Support
Grade scale: Grade 3 Level 2
Reports to: Information Adviser

Purpose of the job

To oversee a broad range of administrative duties which contribute to an effective service provision and manage devolved support team(s) across a number of services and/or locations.

Key tasks and responsibilities

Oversee the management and delivery of a quality support service to 5 operational services; Facilities, Waste and Grounds Services and Planning and Regulatory Services establishing open and effective communications and deploying resources to meet service delivery and performance standards.

Co-ordination of Health and Safety activity for all services, Planning and Building Standards applications, coordination of Environmental pest control requests and supporting with the grounds maintenance service, household, waste and recycling service.

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.

Undertake the resource lead role for Objective, promote effective communications and advice and guidance on the use of the system, supervision of records management, report development and identify and implement service improvement initiatives.

Co-ordinate and oversee the resource Fusion procurement activity including managing procurement holds, over receipting and goods received not received. Prepare and produce management reports in accordance with predetermined procedures and standards.

Manage staff including Performance Appraisal, Maximising Attendance and provide training including monitoring and assessment of performance. Develop opportunities to maximise resources in line with Council’s policy and procedures in relation to writing and communicating procedure, facilitating meetings and training sessions.

Identify, develop and implement new processes and procedures in respect of support services and identify business change opportunities in order to enhance the delivery of operational services and promote business efficiency.

Person specification

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

• Use initiative and drive to improve and develop systems and processes to increase efficiency achieving better outcomes in service delivery.
• Suggests ways to improve how others organise their own work.
• As a manager or professional/expert you actively seek solutions to deliver improvements and involves others in the development of solutions and improvements.
• Agrees SMART objectives for both team and individual employees reviewing progress to achieve successful outcomes.
• Manage budgets with no overspends and applying the Council’s financial policies and procedures.
• Ensures sustainability and environmental awareness practices are being implemented and that they inform the development of new projects/initiatives.

Flexible

• Anticipates and responds flexibly to changing priorities and modifies practice to meet changing environment.
• Identifies and implements new ways of working.
• Supports individuals and team at times of both organisational and personal change making appropriate adjustments to accommodate individual needs where required.
• Expresses a positive approach to change and promotes the benefits of change to team and colleagues.
• Actively listens to customer feedback and takes action to improve customer experience.

Performing

• Use professional expertise and knowledge to ensure the Council is leading best practice to improve outcomes.
• Ensure that the council is meeting it’s legislative and statutory requirements by keeping abreast of new initiatives and legislation.
• Evaluates and reviews the impact of service improvements from the customers perspective.
• Identifies trends and creates solutions.
• Ensuring that health and safety practices, policies and procedures are applied keeping employees and customers safe and minimising workplace accidents and injuries.
• Implements the council’s maximising attendance policy and procedure ensuring action is taken and recorded on people connect.
• Considers risk in the context of service development and delivery.

Working with others

• Promotes a positive team environment with good morale.
• Works with other teams and colleagues internally and externally, developing relationships and sharing knowledge, ideas and expertise to achieve outcomes.
• Provide objective and constructive advice and support if tensions arise.
• Shares knowledge with internal and external colleagues to achieve common objectives.
• Giving praise and recognition for good work.
• Use professional identity and expert knowledge to work across disciplines breaking down professional barriers to improve outcomes for individuals and communities.
• Encourages colleagues to consider different perspectives in their work.
• Adapts communication to encourage desired behaviour.

Leading

• Understands what needs to be achieved and ensures that this is communicated to team members.
• Expresses positive expectations of others to support their development.
• Recognise individual and team achievements thanking and praising others.
• Maintain a positive approach and motivate team when things go wrong or demands are high.
• You identify talent and provide opportunities for those individuals who wish to progress or learn new skills.
• Takes responsibility for personal and team development needs taking account of learning styles and available learning/training methods of delivery.
• Uses professional judgement/expert knowledge to make informed decisions.