Job Description

LOCATION:


St Martin's House North, King Edward Street, Perth, PH1 5UT


SALARY:


26,090 - 27,498 per year


CONTRACT TYPE:


Temporary


POSITION TYPE:


Full Time


HOURS:


36 hours per week



We currently have the following opportunity:



Senior Clerical Assistant (Fixed term until 31 March 2026)- PKC13257

26,090 - 27,498

St Martin's House North, King Edward Street, Perth



Main Accountabilities


Support Service Managers/Team Leaders/Admin Officers in providing an effective and efficient support service within the Justice Services. Carry out all clerical tasks associated with the post. Provide an efficient minute taking service to a variety of strategic and operational meetings, such as Multi Agency meetings including MAPPA (Multi Agency Public Protection Arrangement) and HRARG (High Risk Adult Review Group). Operate departmental systems including for the input, collation and retrieval of information and carry out searches as required. Maintain and utilise other electronic databases for the input, collation and retrieval of information as required. Maintain various records, registers and statistical information, both manual and computerised; ensuring financial and administrative procedures are adhered to. Operate financial monitoring systems within the office and if required process and handle monies and distribute as appropriate. Complete purchase orders and process invoices in preparation for payment. Use Microsoft packages to produce reports, memos, letters and other documents from written drafts, audio tapes or other paperwork. Maintain electronic filing systems, including sourcing and retrieval of files, setting up and closing client files. Answer telephone calls, directing the caller to the appropriate person or taking messages. Carry out reception duties ensuring the Council's Customer Care standards are met. Assist with a range of administrative functions conducted within the service including handling of mail and operation of Multi-Functional Devices and printers. Support effective communications and collaborative working between support services and other colleagues within the services. Assist in the development of communication plans and ensure that service communications are up-to-date, relevant and where appropriate, utilise a variety of communication channels. Participate in a range of team meetings and liaise with all levels of staff, agencies and service users. Promote and maintain a highly professional approach in dealing with the public and other agencies, both directly and indirectly. Participate in and undergo relevant staff training as required to enhance individual performance. Provide cover for the Administrative Officer as and when required. Provide cover in other offices as and when required.

Other Duties



The post holder may be required to perform duties other than those given in the job description for the post. The particular duties and responsibilities attached to posts may vary from time to time depending on the requirements of the Service without changing the general character of the duties or the level of responsibilities entailed.



This post is fixed term until the end of March 2026 with the possibility of being extended.

Skills & Experience Required

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Knowledge & Experience


Must be computer literate with proven IT skills in Microsoft Office applications. Experience of using computer databases. Experience or knowledge of taking minutes.

Customer Care


Gives a high priority to customer satisfaction. Provides a high quality and efficient customer service. Flexible and responsive. Respects and applies our customer service standards. Makes every effort to find out what the customer needs. Tries to exceed customer expectations. Promotes a professional image of self and the service.

Health & Safety


The ability to use office equipment safely and have an awareness of health and safety issues. Must be able to cope with the demands of the job and attend on a regular basis.

Equality & Dignity at Work


The ability to treat colleagues and customers with dignity and respect as per the Employee Code of Conduct. Promotes the Council's values and commitment to equality and diversity, promoting positive values and anti-discriminatory, non-judgmental practice. Sensitive to cultural, gender and other staff/customer profiles in all aspects of service delivery.

Communications


Ability to communicate effectively both orally and written. Ability to deal with people at all levels. Establishes and maintains effective networks with internal and external contacts. Deal with confidential information sensitively and effectively. Deal sensitively and tactfully with issues raised by clients in the area.

Flexibility


A flexible approach to sharing duties. Adaptable and willing to consider new ways of working. Receptive to new ideas and improved ways of working. Welcomes change and new approaches and takes positive steps to carry out improvements in service delivery. Able to work flexibly across the service to meet business needs and service demands.

Achievement of Results


The ability to produce high quality work to set deadlines. Accepts responsibility for own actions. Demonstrates a clear understanding of the job including all its tasks, responsibilities, procedures and contacts. Able to prioritise and complete work within agreed timescales and performance standards.

Quality


High level of accuracy and attention to detail. Demonstrates commitment to meeting performance targets.

Team Working


A good team player who understands the need to work collaboratively with colleagues and external partners. Recognises and values other people's strengths. Shares ideas, information and good practice and suggests steps and actions to improve services. Co-operates, respects and works collaboratively and supportively with others to achieve shared goals.

Decision Making & Problem Solving


Identifies problems and offers solutions. Takes the initiative to help customers and colleagues.

Working at Perth & Kinross Council

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Our

values and behaviours

influence our work and support us in the delivery of our key priorities. In your application, and should you be invited to interview, you will be asked to describe situations that support the criteria required in the role and which also demonstrate our

values and behaviours

.