FC - Personnel Assistant

Personnel Assistant

Service: Personnel Services
Grade scale: Grade 2 Level 1-3
Reports to: Personnel Officer

Purpose of the job

To assist with providing and delivering support, guidance and advice on a wide range of personnel policies and procedures. Ensures service delivery is to a high standard.

Key tasks and responsibilities

To supervise a team and fulfil responsibilities including allocation of work, supervision and monitoring of employee performance.

To provide advice and guidance on all aspects of personnel policies and procedures to ensure compliance with best practice.

Develop, maintain and interrogate relevant information systems and produce standard and non-standard management reports in accordance with agreed timescales.

To establish open and effective communication both written and verbal.

Person specification

Criteria

Essential

Desirable

Education, qualification and training

 

Educated to National level 5 or equivalent qualification

Skills, knowledge and experience

Highly proficient in the use of Microsoft Office applications, including Word, Excel, and Outlook, with the ability to produce high-quality documents, manage data effectively, and communicate professionally.

Work in a highly professional manner, exercising confidentially and discretion at all times

Demonstrate a high level of attention to detail, ensuring information and documentation are accurate and complete

Good understanding of maximising attendance

Experience of HR or working with HR systems and interrogating data

Personal qualities

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

Excellent organisational and time management skills, with the ability to prioritise and manage multiple tasks

Strong written and verbal communication skills, including the ability to present ideas clearly and persuasively

Ability to build positive relationships with customers and colleagues through professional, responsive, and customer-focused service

Ability to respond effectively to changing priorities

Highly motivated with a positive and proactive approach to work

 

Other

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

Ability to works as part of a team as well as on own initiative

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

Collaborative and inclusive, with a strong commitment to promoting equality, diversity, and fairness

 

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

  • Use initiative and drive to improve and develop systems and processes to increase efficiency achieving better outcomes in service delivery.
  • Suggests ways to improve how others organise their own work.
  • As a manager or professional/expert you actively seek solutions to deliver improvements and involves others in the development of solutions and improvements.
  • Agrees SMART objectives for both team and individual employees reviewing progress to achieve successful outcomes.
  • Manage budgets with no overspends and applying the council’s financial policies and procedures.
  • Ensures sustainability and environmental awareness practices are being implemented and that they inform the development of new projects/initiatives.

Flexible

  • Anticipates and responds flexibly to changing priorities and modifies practice to meet changing environment.
  • Identifies and implements new ways of working.
  • Supports individuals and team at times of both organisational and personal change making appropriate adjustments to accommodate individual needs where required.
  • Expresses a positive approach to change and promotes the benefits of change to team and colleagues.
  • Actively listens to customer feedback and takes action to improve customer experience.

Performing

  • Use professional expertise and knowledge to ensure the council is leading best practice to improve outcomes.
  • Ensure that the council is meeting it’s legislative and statutory requirements by keeping abreast of new initiatives and legislation.
  • Evaluates and reviews the impact of service improvements from the customers perspective.
  • Identifies trends and creates solutions.
  • Ensuring that health and safety practices, policies and procedures are applied keeping employees and customers safe and minimising workplace accidents and injuries.
  • Implements the council’s maximising attendance policy and procedure ensuring action is taken and recorded on people connect.
  • Considers risk in the context of service development and delivery.

Working with others

  • Promotes a positive team environment with good morale.
  • Works with other teams and colleagues internally and externally, developing relationships and sharing knowledge, ideas and expertise to achieve outcomes.
  • Provide objective and constructive advice and support if tensions arise.
  • Shares knowledge with internal and external colleagues to achieve common objectives.
  • Giving praise and recognition for good work.
  • Use professional identity and expert knowledge to work across disciplines breaking down professional barriers to improve outcomes for individuals and communities.
  • Encourages colleagues to consider different perspectives in their work.
  • Adapts communication to encourage desired behaviour.

Leading

  • Understands what needs to be achieved and ensures that this is communicated to team members.
  • Expresses positive expectations of others to support their development.
  • Recognise individual and team achievements thanking and praising others.
  • Maintain a positive approach and motivate team when things go wrong, or demands are high.
  • You identify talent and provide opportunities for those individuals who wish to progress or learn new skills.
  • Takes responsibility for personal and team development needs taking account of learning styles and available learning/training methods of delivery.
  • Uses professional judgement/expert knowledge to make informed decisions.