Administration Officer (Admin and Legal)
Service: Administration and Legal
Grade scale: Grade 3 Level 2
Reports to: Administration Adviser
Purpose of the job
To provide advice and support to include but not limited to, council committees, sub-committees, forums, joint boards and Partnerships. Provision of support for a range of other corporate, financial and administrative activities.
Key tasks and responsibilities
- To ensure the preparation of the necessary arrangements associated with the administration of allocated council committees, joint boards, forums and partnerships, including the analysis of reports, issue of agendas, attendance at meetings and finalisation of minutes in line with adopted procedures and performance standards utilising the electronic committee administration system as relevant.
- Provide advice and guidance on the operation of the council’s political management arrangements and corporate procedures including procedural advice at meetings, initial assessment of reports and preparation of key issue briefing notes in line with adopted procedures and standards.
- To deal with all correspondence associated with allocated responsibilities to agreed performance standards, including correspondence to the Chief Executive from elected members, MSPs and MPs, complaints and SPSO enquiries.
- To liaise effectively with internal/external customers and stakeholders, in particular elected members and senior officers, to ensure the effective delivery of the service.
- To support a range of ancillary activities associated with the service.
Person specification
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Criteria |
Essential |
Desirable |
|---|---|---|
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Education, qualification and training |
Educated to National level 5 certification or equivalent |
HND in Public Administration Higher level English |
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Skills, knowledge and experience |
Good organisational and communications skills, with a commitment to the principles of customer care Demonstrates strong written and verbal communication skills, including the ability to present ideas clearly and persuasively 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 Ability to build positive relationships with customers through professional, responsive, and customer-focused service. Awareness of governance procedures |
Committee experience Excellent oral and IT skills |
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Personal qualities |
To work in a flexible, adaptable manner and to always act with discretion and tact Demonstrates initiative and drive Inclusive and supportive team player Self-motivated and able to work to a high standard with minimal supervision |
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Other |
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 their present or most recent employer. Internal candidates require 1 reference from their 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.