FC - Administrative Assistant (LLR)

Administrative Assistant (LLR)

Service: Administration and Legal
Grade scale: Grade 2 Level 1
Reports to: Licensing and Registration Team Leader

Purpose of the job

To provide administrative support to the Landlord Registration Team ensuring processes and tasks are carried out in accordance with pre-determined procedures and timescales in order to ensure effective service delivery.

Key tasks and responsibilities

  • To provide administrative support to the Landlord Registration Team in accordance with pre-determined procedures or instructions that contributes to an effective service provision.
  • To ensure that relevant changes to legislation are implemented and adhered to.
  • Deal effectively with customer enquiries and complaints in accordance with pre-determined procedures and standards.
  • To ensure financial processes are in place and adhered to in the administration of fees due and received.
  • Update and maintain systems and spreadsheets accurately. Preparing management reports ensuring targets, procedures and processes are followed.
  • Effective communications and liaison with stakeholders as necessary to ensure the delivery and development of a quality service.

Person specification

Criteria

Essential

Desirable

Education, qualification and training

Educated to national Level 5 or the ability to demonstrate competence through experience

 

Skills, knowledge and experience

Self-motivated and able to work to a high standard with minimal supervision

Literacy, numeracy and IT skills to produce comprehensive, accurate and complex documents, using own expertise to adhere to appropriate formats within guidelines

Able to evaluate and develop own practice, reflect and identify self-development needs proactively

Uses multiple channels of means to communicate, for example; important messages, memos, meetings, e-mails

 

Personal qualities

Shares relevant information with colleagues and other stakeholders in a clear and timely manner

 

 

Adapt your communication style to align with the audience's expertise and background

Attentive and responds constructively to other team members’ ideas

Ability to prioritise workload, deliver results against agreed timescales and achieve deadlines

 

Other

To demonstrate behaviours consistent with honesty and openness: treating people consistently, fairly and with respect

To work in a flexible, adaptable manner and to always act with discretion and tact

Inclusive and supportive team player

 

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.
  • 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.