FC - Administration Assistant (Learning and Development)

Administration Assistant (Learning and Development)

Service: Personnel Services (Learning and Development)
Grade scale: Grade 2 Level 1-3
Reports to: Administration Support Officer

Purpose of the job

Responsible for the effective day to day provision of administration and support relating to resource specific and council wide learning and development (L and D) initiatives.

To undertake a wide range of administrative duties that contribute to an effective service provision.

Key tasks and responsibilities

  • Assist in the ongoing development, administration of Resource Health and Safety learning and development matrices.
  • Provide administration support and minute taking to a Resource Learning and Development Board.
  • Participate in the purchase of learning from external providers and arrange the provision of Learning and Development from external providers using pre-defined internal processes.
  • Liaison with stakeholders within resources to identify and arrange various learning and development activities, such as eLearning in both virtual and classroom areas.
  • Provide analysis of previous learning and development activities and comparison with learning and development matrices to identify training required.
  • Use of learning and development IT systems to accurately record and report training activity.
  • Provision of detailed management information on Learning and Development activity to be presented succinctly and timeously to various stakeholders.
  • To assist in the supervision, development, and support of the Clerical Assistant(s) within the team.

Person specification

Criteria

Essential

Desirable

Education, qualification and training

Educated to National level 5 or equivalent

Appropriate qualification pertaining to the role.

Skills, knowledge and experience

Demonstrate excellent IT skills with knowledge and experience of IT systems such as Oracle Fusion, MS Excel, MS Word and MS Teams

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

Experience of procurement processes

Minute taking experience

Supervisory experience

 

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.

Other

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.

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.