Clerical Assistant

Job Description

To provide clerical support to Community Care staff.

Requirements

Provide a clerical support service to Community Care staff. 

Provide a reception service to Community Care staff. 

Enter and update client information on Care First (Social Work Information System) and other data base as required.    

Health and Safety

Responsibilities

Provide a clerical support service to Community Care Staff.

Type and word process from draft documents, including routine correspondence in the form of standard letters, memos and reports, as well as other materials involving creative layouts.

Prioritise workload according to timescales set by indicating to the relevant staff member whether or not a request can be met within the timescales set.

Utilise a variety of software packages according to the requirements of particular tasks.

Provide a reception service for Community Care Staff.

Answer telephone calls, dealing with both routine and complicated enquiries where possible and pass on messages to appropriate contact person when necessary.

Arrange for the faxing of documents and correspondence as required and ensure that incoming faxes are directed to the appropriate contact as timeously as possible.

Photocopy documents and materials.

Open, date stamp and distribute incoming mail.

Enter and update client information Care First (Social Work Information System) and other data base as required.

Undertake necessary training required to enable accurate and efficient use of Care First system and other data base.

Enter and update client information on Care First package or other data base as required.

Health and Safety

To take reasonable care for the health and safety of self, other staff and service users as defined by Council policy and other relevant documentation and training.

To co-operate with the Council in ensuring that health and safety duties are complied with.

The above is intended to provide a clear but concise statement of the present MAJOR TASKS and ACTIVITIES of the job. It is not an exhaustive list of all its detailed duties.

The Individual

Experience of working in a busy office environment using relevant technology and equipment e.g photocopier, E-mail, Intra/Internet

Clerical/ typing and word processing experience.

Experience in packages including Word, Excel, Access.

Reception experience

4 SQA /Standard Grades or equivalent at level 3 or above including English and Secretarial Studies (or equivalent)

Effective verbal and written communication skills.

Effective organisational skills with an ability to prioritise work.

Self confidence

Self motivated

Ability to record information accurately

Ability to use own initiative and to work as part of a team.

Confident, efficient and reliable

Ability to relate well with all levels of staff

Discreet and tactful

Willingness to accept direction/delegation

Appreciation, acceptance and commitment to the importance of confidentiality.

Ability to work in an open plan office

Ability to work in different offices dependent on service requirements

Must be able to work flexibly to meet the needs/demands of the service

Closing Date: 18 September 2026

Starting Salary: £27,671.80

£14.68 per hour

18.125 hours per week

Proposed Interview Date:

For further information please contact Zandra Smith 01343 553024