Licensing and Registration Assistant
Service: Administration and Legal
Grade scale: Grade 1 level 1-4
Reports to: Licensing and Registration Team Leader
Purpose of the job
To provide clerical support on a variety of procedures and tasks associated with Licensing and Registration functions in accordance with predetermined procedures or instructions, which contribute to effective service provision.
Key tasks and responsibilities
Undertake all duties related to the registration of births, deaths and marriages ensuring compliance with statutes and regulations issued by the Registrar General for Scotland.
Undertake all duties related to civic, liquor, gambling and miscellaneous licensing.
Undertake a variety of clerical duties such as filing, photocopying, data processing.
Undertake banking duties, both through postal intimation and/or directly from members of the public via telephone or online and ensure that financial transactions are accurately recorded and effectively carried out.
Undertake civil ceremonies and civil partnerships.
Attend meetings to take notes/minutes and issue papers as and when required.
Process all licensing applications under the relevant Acts.
Person specification
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Criteria |
Essential |
Desirable |
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Education, qualification and training |
Educated to National 5 grade standard or equivalent. |
Educated to Higher grade standard |
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Skills, knowledge and experience |
Comfortable using Microsoft Office applications such as Word, Excel, and Outlook, and able to produce standard documents, organise information, and communicate appropriately. Demonstrates strong literacy and numeracy skills to produce high‑quality written and numerical documents in a clear and concise manner. Willing to work towards the Certificate of Proficiency in the Law and Practice of Registration. Able to plan and prioritise tasks to meet service demands, performance indicators and statutory timescales. Communicates effectively face to face, during ceremonies, by phone and by email. Demonstrates resilience and uses initiative under pressure. Recognise, report and provide solutions to problems using procedures and initiative. |
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Personal qualities |
Inclusive and supportive team player. Confident speaking in public To work in a flexible, adaptable manner and to always act with discretion and tact |
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Other |
To behave with honesty and openness: treating people consistently, fairly and with respect Willing to work weekends on a rota basis. |
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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 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.