Clerical Assistant / WPO

Job Description

To provide clerical support & reception service to the Community Care staff.

Requirements

1) EXPERIENCE - Office experience including typing and word processing. Experience in WP packages including Word, Excel, Access. Previous experience in Local Government. Previous experience in Social Services setting.

2) EDUCATION AND QUALIFICATIONS* Minimum of 4 ‘O’ Grades/Standard Grades including English and Secretarial Studies (or equivalent) HNC in Business Administration or related subject. ‘O’ Grade/Standard Grade Arithmetic or Accounts. RSA Stage 2 in Typing and or Audio typing (or equivalent)

3) SKILLS/ABILITIES (GENERAL) Good communication skills both oral and written. Good organisational skills.

4) SKILLS/ABILITIES SPECIFIC TO POST* Ability to use own initiative and to work as part of a team. Good interpersonal skills.

5) INTERPERSONAL & SOCIAL SKILLS Confident, efficient and reliable Discreet and tactful Flexible and adaptable approach to work.

6) WORKING ENVIRONMENT & PHYSICAL DEMANDS Appreciation, acceptance and commitment to the importance of confidentiality.

Responsibilities

Tasks:

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

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.

Arrange meetings, visits or reviews for team members as requested. Provide clerical support to the Team Manager or team members as requested, including the recording of team absence records, entering appointments into electronic diaries and ordering stationery.

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 database as required.

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

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

Assist Information Systems Team in data cleaning activities on Care First as required.

The Individual

Closing Date: 13 March 2026

Starting Salary: £25,994

£13.79 per hour  

18 hours per week (Pro-rata)

Proposed Interview Date: TBC

For further information contact Chris McLeod on 07800678511 or email: chris.mcleod@moray.gov.uk