EDUC - Administrative Assistant

Administrative Assistant

Service: Support Services
Grade scale: Grade 2 Level 4
Reports to: Support Services Officer

Purpose of the job

To ensure the efficient operation and management of a quality service within Education Resources

Key tasks and responsibilities

Provide administrative support to Education Resources, applying corporate standards to all tasks.

Maintain communication systems for the services such as directories and e-mail.

Liaise with other teams, resources and external contacts.

Co-ordinate and process returns providing managers with accurate feedback.

Provide secretarial and administrative support to Heads of Service/Service Managers.

Gather, prepare and present statistical information from a range of internal/external sources.

Assist managers with budgetary control and monitoring, reconciling ledgers and preparing reports.

Provide appropriate advice and guidance to establishments.

Maintain and develop specialist IT systems to provide management information.

Oversee the end of year financial processes, and the accruals process.

Provide managers with general budgetary advice.

Represent the service at meetings, working groups and promotional events.

Deal with correspondence and enquiries of a specialist nature.

Person specification

Criteria

Essential

Desirable

Education, qualification and training

Educated to National level 5 or equivalent

Relevant qualifications in IT programmes such as Microsoft Excel and Word

Skills, knowledge, experience

Demonstrate experience of working in an office or administration setting

Good attention to detail

Possess a sound operational knowledge of IT skills, particularly in the use of ParentPay, Parent Portal, Seemis, Oracle Fusion

Experience of leading a team

Personal qualities

Good communication skills

Ability to prioritise workload, delivering results against agreed timescales and achieving deadlines

Demonstrate excellent customer care skills and the ability to maintain effective working relationships with colleagues and customers

 

Other

Inclusive and supportive team player

To work in a flexible, adaptable manner and to always act with discretion and tact

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.
  • 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.
  • 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.