Clerical Assistant (Admin and Legal)
Service: Administration and Legal
Grade scale: Grade 1 level 1-3
Reports to: Licensing and Registration Team Leader
Purpose of the job
To undertake a range of general clerical, processes or tasks in accordance with pre-determined procedures or instructions which contribute to an effective service provision.
Key tasks and responsibilities
- Provide clerical support to the service ensuring a high level of security and confidentiality within the office to contribute to the effectiveness of the service.
- Typing of general correspondence and documents, filing, photocopying, scanning, dealing with internal and external mail and general clerical duties.
- Process correspondence and other documentation in order to communicate and present service information in a clear and concise manner.
- Updating of computer systems.
- Deal with stationery and office supply orders.
- Process and maintain sensitive information to pre-determined procedures and standards.
- Undertake specialist clerical activities in accordance with pre-determined procedures, instructions and standards to support the effective provision of the service.
- Liaise with internal and external customers to ensure the effective provision of the service.
Person specification
|
Criteria |
Essential |
Desirable |
|---|---|---|
|
Education, qualification and training |
Be educated to National 5 grade standard or equivalent |
Be educated to Higher grade standard or equivalent |
|
Skills, knowledge and experience |
Is competent in the appropriate software packages (for example Word, Excel and Microsoft Outlook) Demonstrates literacy and numeracy skills to produce good standard of written and numerical documents, using correct spelling, punctuation and grammar Is able to process correspondence and other documentation in order to communicate and present information in a clear and concise manner Able to receive and pass on information accurately and efficiently in a variety of ways, such as, face to face, telephone, e-mail Contributes to team objectives by participating in discussion and offering suggestions Ability to maintain confidentiality and handle sensitive information appropriately |
Ability to produce comprehensive and accurate documents following instruction |
|
Personal qualities |
Ensures an efficient workflow by prioritising tasks Positive and proactive approach to work |
Able to show resilience and use initiative under pressure |
|
Other |
To demonstrate behaviours consistent with honesty and openness: treating people consistently, fairly and with respect Promotes appropriate standards of behaviour and takes action to address or report unacceptable behaviour when required. To work in a flexible, adaptable manner and to always act with discretion and tact |
|
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.