Administrative Assistant (minute taking)
Service: Performance and Support
Grade scale: Grade 2 level 1
Reports to: Administrative Officer
Purpose of the job
To provide an effective minute taking service to all of our Service areas.
To arrange, minuting, and distribution of paperwork for child protection, adult support and protection, adults with incapacity meetings and various other meetings, along with diary management.
Key tasks and responsibilities
Take minutes of statutory and complex meetings, which require the minute taker to have knowledge of social work terminology such as statutory orders and the subsequent target timescales around this work.
Complex diary management of Fieldwork Managers, Team Leaders and Social Workers within their locality to ensure meetings are organised and held within statutory timescales.
Registering/de-registering a child to maintain the child protection register accurately.
Progress/chase Social Worker reports required for meetings and co-ordinate invites and distribute relevant paperwork, ensuring appropriate reports are distributed to the relevant attendees.
Person specification
|
Criteria |
Essential |
Desirable |
|---|---|---|
|
Education, qualification and training |
|
Trained in note taking/minute taking |
|
Skills, knowledge and experience |
Demonstrate IT skills and knowledge of IT including, Microsoft Word, Outlook and Excel Work in a highly professional manner, exercising confidentially and discretion at all times Good organisational skills Good communication skills, both verbal and written Good customer care skills |
Experience of minute/note taking at a variety of meetings Diary management experience Awareness of council policies and procedures |
|
Personal qualities |
Ability to respond effectively to changing priorities Ability to prioritise workload, deliver results against agreed timescales and achieve deadlines Inclusive and supportive team player To work in a flexible, adaptable manner and to always act with discretion and tact |
Attention to detail Ability to act independently |
|
Other |
To behave with honesty and openness: treating people consistently, fairly and with respect |
|
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.
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.