Administration Assistant (Elections)
Service: Administration and Legal Services
Grade scale: Grade 2 Level 1-3
Reports to: Elections Officer
Purpose of the job
Responsible for the effective day to day provision of administration and support, primarily assisting the Elections Manager and Elections Officer with the preparation and delivery of Elections and Referenda.
To undertake a wide range of administrative duties that contribute to an effective service provision.
Key tasks and responsibilities
- Assist in the ongoing development and management of electoral administration and associated records and guidance documents.
- Provide administration support including minute taking where appropriate.
- Handle enquiries from the public, candidates, agents and other stakeholders and management of the team mailbox.
- Assist with the movement and set up of materials and equipment as part of the role, ensuring safe manual handling practices.
- Assist in arranging the provision of learning, development and training for elections staff using pre-defined internal processes.
- Provision of detailed management information on elections activity to be presented succinctly and timeously to the Elections Manager.
- To assist in the supervision, development, and support of the temporary elections staff within the team.
- Assist at polling stations, counts and other electoral events as required, which may involve working outside of normal office hours.
- During down periods in the elections office, provide similar administrative support as outlined above to the Legal Services Team.
Person specification
|
Criteria |
Essential |
Desirable |
|---|---|---|
|
Education, qualification and training |
Educated to National level 5 or equivalent |
Hold an appropriate qualification pertaining to the role Experience in working at Elections |
|
Skills, knowledge and experience |
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. Demonstrate excellent communication skills, both written and verbal
Demonstrate the ability to prioritise workload, deliver results against agreed timescales and achieve deadlines |
Experience working with databases Minute taking experience Knowledge and understanding of Elections and relevant legislation
|
|
Personal qualities |
Self-motivated and able to work to a high standard with minimal supervision To work in a flexible, adaptable manner and to always act with discretion and tact Demonstrate good attention to detail Punctual, reliable and dependable Ability to respond effectively to changing priorities |
Displays and enables leadership through sharing knowledge and skills Willingness to undertake continuous professional development including relevant courses and qualifications to support learning |
|
Other |
Inclusive and supportive team player To demonstrate behaviours consistent with honesty and openness: treating people consistently, fairly and with respect |
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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.
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.