Clerical Assistant
Service: Electoral Services and Clerical Support
Grade scale: Grade 1 level 1 – Grade 1 level 4
Reports to: Administration Officer
Purpose of the job
To prepare, maintain and update an accurate Valuation Roll, Valuation List (Council Tax) and Electoral Register having regard to statutory requirements.
Our vision is to deliver quality in the work which we undertake, provide efficient services to all service users, and ensure completeness and accuracy of the Electoral Register, Valuation Rolls, and the Valuation (Council Tax) Lists.
To undertake a range of general clerical processes or tasks in accordance with predetermined procedures or instructions which contribute to the effective service provision of the Lanarkshire Valuation Joint Board.
Key tasks and responsibilities
Grade 1 level 1 – Grade 1 level 3
To provide clerical and administrative support to the Board ensuring a high level of accuracy within the office to contribute to the effectiveness of the service.
To process applications, correspondence, cards, questionnaires, and other documentation in order to maintain information in a clear and concise manner in accordance with predetermined procedures and standards.
To undertake specialist clerical activities in accordance with predetermined procedures, instructions and standards to support the effective provision of the service.
To liaise with internal and external customers to ensure the effective provision of the service.
To undertake reception duties and word-processing duties to support the provision of the service.
Grade 1 level 4
To carry out the above tasks, however, at Grade 1 level 4 those tasks will be highly specialist.
Person specification
|
Criteria |
Essential |
Desirable |
|---|---|---|
|
Education, qualification and training |
Holds a SVQ in clerical administration, ECDL or can demonstrate equivalent relevant experience (vocational experience) |
Experience within another Assessor’s office or within a similar discipline |
|
Skills, knowledge and experience |
Well developed literacy and numeracy skills Ability to use IT systems Good communication skills both written and verbal Time management skills Good attention to detail Good record keeping skills Problem solving skills |
Knowledge of LVJB and an understanding of their duties |
|
Personal qualities |
Motivated and enthusiastic. Reliable and dedicated |
|
|
Other |
Full UK Driving Licence |
Use of car for business purposes |
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
LVJB’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 LVJB 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 others 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 to 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 an employee of LVJB.
- 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 LVJB’s code of conduct and understand how these impact on employment with LVJB and public perception of LVJB employees.