Administrative Assistant (Communications)
Service: Communications and Strategy
Grade scale: Grade 2 level 4
Reports to: Communications Manager
Purpose of the job
To undertake a range of support, processes or tasks in accordance with pre-determined procedures or instructions which contribute to an effective provision of the Communications and Strategy function whilst protecting the council’s reputation at all times.
Key tasks and responsibilities
Provide comprehensive administrative and operational support to Communications and Strategy management, maintaining a high level of confidentiality and contributing to the effective delivery of the service.
Prepare, process and coordinate communications, campaign materials and other documentation, ensuring council information is presented accurately, clearly and consistently.
Process, maintain and handle sensitive and confidential information in accordance with established procedures, standards and information-handling requirements.
Undertake a range of communications support activities in accordance with established procedures and standards, including public notices and advertising, Freedom of Information responses, campaign materials, financial processing, purchase orders, feeder documentation, invoices and records management.
Deliver the provision of a central advertising service across the council services and its partners, ensuring advertising requirements, deadlines and adverts are met and progressed effectively.
Provide advice and support on appropriate and effective approaches to advertising campaigns, taking account of communication requirements and intended audiences.
Process and progress the sale and administration of advertising space, maintaining appropriate records and documentation.
Support the planning and delivery of council events, coordinating publicity materials and ensuring compliance with required corporate standards.
Attend relevant meetings and coordinate the preparation and publication of information for appropriate media channels.
Provide IT and systems support to colleagues, including guidance and training where required, to support effective service delivery.
Oversee and administer recharges, invoicing, financial records and stock requirements, ensuring information is processed accurately and in accordance with established procedures.
Contribute to the review, development and improvement of administrative and communications systems and processes, identifying opportunities to improve efficiency and make effective use of new technology.
Person specification
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Criteria |
Essential |
Desirable |
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Education, qualification and training |
Educated to National level 5 or equivalent in English. |
Communication qualification or an understanding of admin and communications or marketing. Relevant work experience to the role requirements. |
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Skills, knowledge and experience |
Demonstrates strong customer service skills and a flexible, adaptable approach to work. Ability to work under own initiative but also as part of a team. Demonstrates strong written and verbal communication skills, including the ability to present ideas clearly and persuasively. Good organisational skills and attention to detail. Demonstrate proven IT skills with the ability to use Microsoft Office applications, specifically Excel, to complete routine tasks, manage information, and communicate with colleagues Knowledge of administration functions and processing |
Knowledge and experience of working in communications within a local authority function or similar environment Experience or background in working in a fast-paced environment where deadlines are a priority |
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Personal qualities |
Willingness to learn and adapt to new tasks and technologies. To work in a flexible, adaptable manner and to always act with discretion and tact. Inclusive and supportive team player |
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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.
- 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.
- 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.