LVJB - Secretary

Secretary

Service: Valuation
Grade scale: Grade 2 Level 4
Reports to: Administration Manager

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 provide secretarial and administrative support to the Assessor, Assistant Assessor in accordance with pre-determined procedures or instructions which contribute to effective service provision.

Key tasks and responsibilities

Maintain, update, and provide confidential and management information and organise these in order of priority.

Produce a range of documents, reports, and correspondence from various sources.

Schedule arrange and organise forward meetings, travel, accommodation, and hospitality to effectively manage senior manager's time.

Maintain filing systems/records and processing of invoices and orders in accordance with predetermined procedures instructions and standards.

To undertake administrative duties.

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

Secretarial experience

Skills, knowledge and experience

Well-developed literacy and numeracy skills

Demonstrate proven IT skills with the ability to use Microsoft Office applications, including Word, Excel, and Outlook, to complete routine tasks, manage information, and communicate with colleagues

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

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

 

Other

Ability to touch type at speed, devising minutes from pre-recorded meetings

 

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 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.