Administrative Officer
Service: School Support Services
Grade scale: Grade 3 Level 2
Reports to: Central Support Services Coordinator
Purpose of the job
To oversee a broad range of administrative duties and to support the delivery of new digital systems and processes within the Central Support Services team.
Key tasks and responsibilities
Support the implementation and delivery of new processes and procedures within the central support team, including workflow mapping and production of operational guidance and training materials.
Support the implementation and embedding of new digital systems through testing, go-live activity, user guidance and training.
Carry out a structured review, update and rationalisation of Education Resources procedures and operating guidance ensuring they are relevant, accessible and in line with governance requirements.
To prepare for and aid transition to the new SLC website including rewriting and restructuring Education content.
Person specification
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Criteria |
Essential |
Desirable |
|---|---|---|
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Education, qualification and training |
Relevant qualification in business administration, HNC, SVQ or equivalent work experience |
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Skills, knowledge, experience |
Experience of managing a team Attention to detail Experience in producing management reports Proficient in the use of Microsoft Office applications, including Word, Excel, and Outlook, with the ability to create clear documents, manage data, and communicate effectively. |
Experience of producing procedure notes and/or training materials Administrative experience within the Education sector |
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Personal qualities |
Ability to communicate and present information in a clear and concise manner, ensuring accuracy Ability to prioritise workload, deliver results against agreed timescales and achieve deadlines Inclusive and supportive team player |
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Other |
To behave with honesty and openness: treating people consistently, fairly and with respect To work in a flexible, adaptable manner and to always act with discretion and tact |
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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
- 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 involve others in the development of solutions and improvements.
- Agrees SMART objectives for both team and individual employees, reviewing progress to achieve successful outcomes.
- Manages budgets with no overspends and applies 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 the 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.
- Recognises individual and team achievements, thanking and praising others.
- Maintains a positive approach and motivates the 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.