Administration Assistant (Admin and Legal)
Service: Administration and Legal Services
Grade scale: Grade 2 level 2
Reports to: Administration Adviser
Purpose of the job
To provide assistance with the provision of support arrangements for a range of council committees, sub-committees, related forums and ancillary activities in terms of the council’s decision-making processes.
Key tasks and responsibilities
- Responsible for co-ordinating and clerking arrangements for some working groups, forums, partnerships that are not held in public. Assistance with the provision of support arrangements for a range of committees, boards and forums that are held in public. Application of council’s Standing Orders and other guidance associated with political management arrangements.
- Liaison with elected members, Officers in other council services and external organisations, as appropriate, to facilitate the council’s decision-making process and to promote corporate awareness and co-ordination of council business.
- Operation of agreed service procedures, practices and guidelines to meet a consistent and high standard of service to all service users in compliance with statutory requirements and good governance arrangements.
- Support for a range of ancillary activities, including dealing with Chief Executive’s correspondence, providing statistical information in relation to performance information.
- Customer orientated approach to delivering services.
- Implementation of Health and Safety Policy within sphere of operation of the post.
Person specification
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Criteria |
Essential |
Desirable |
|---|---|---|
|
Education, qualification and training |
Educated to National level 5 certification or equivalent |
Higher English |
|
Skills, knowledge and experience |
Excellent organisational and communications skills, with a commitment to the principles of customer care Demonstrate strong written and verbal communication skills 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. Ability to prioritise and work to statutory timescales Ability to respond effectively to changing priorities |
Excellent communication and IT skills Committee experience |
|
Personal qualities
|
To work in a flexible, adaptable manner and to always act with discretion and tact Self-motivated and able to work to a high standard with minimal supervision Inclusive and supportive team player To demonstrate behaviours consistent 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.
- 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.