Service: Finance and Corporate
Grade scale: Grade 2 Level 1-3
Reports to: Head of Service
Purpose of the job
To provide a confidential secretarial and administrative support to the Head of Service and Senior Management.
Key tasks and responsibilities
To undertake a full range of word processing and administrative functions, including minute taking on behalf of the Head of Service.
Responsible for the preparation of reports, papers and correspondence adhering to procedures, processes and timescales.
To assist the Head of Service with time management replying to routine correspondence and filtering / redirecting calls and correspondence to appropriate personnel.
To organise and manage Head of Service’s diary, make appointments and organise meetings.
To manage and maintain filing systems, recording and organise supplies.
Liaise with elected members, chief officials, internal and external customers, stakeholders and public bodies to ensure the effective provision of the service.
Person specification
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Criteria |
Essential |
Desirable |
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Education, qualification and training |
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Substantial, relevant work experience |
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Skills, knowledge and experience |
Knowledge and experience of working in a local authority or similar environment Experience or background in providing administration and support to Senior Management Comfortable using Microsoft Office applications such as Word, Excel, and Outlook, and able to produce standard documents, organise information, and communicate appropriately. Experience or background in working in a fast-paced environment where deadlines are a priority Ability to prioritise workload, deliver results against agreed timescales and achieve deadlines Good customer care skills and are flexible in your approach Ability to demonstrate initiative Demonstrates effective written and verbal communication skills, including the ability to present ideas clearly Ability to maintain confidentiality and handle sensitive information appropriately |
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Personal qualities
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Willingness to learn new skills Reliable and dependable with a positive and proactive approach to work To demonstrate behaviours consistent with honesty and openness: treating people consistently, fairly and with respect Inclusive and supportive team player |
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Other |
To work in a flexible, adaptable manner and to always act with discretion and tact |
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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.