Senior Clerical Assistant, Castle Huntly

Main Purpose of the Role

Working within Perth & Kinross Council is more than a job, it's about being part of something meaningful. It's about being part of an organisation that puts people at the heart of all we do and provides opportunities to make a real difference by enhancing every life we touch.

We currently have the following opportunity:

Senior Clerical Assistant- PKC13233
£26,090 - £27,498
Castle Huntly, Longforgan, Dundee DD2 5HL

Working within the perimeter of the Open Estate, HMP Castle Huntly you will be responsible for developing, managing and providing a comprehensive and consistent administrative support service to the Social Work Team which are part of the Justice Services. This role is Office based.

Main Accountabilities

Support Service Managers/Team Leaders/Admin Officers in providing an effective and efficient support service within a Justice Locality.

Carry out all clerical tasks associated with the post.

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.
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.

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.

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 localities 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.

Skills & Experience Required

We are seeking a confident individual to provide an efficient and effective administrative support role as part of busy team within the Justice Services.

 
You must have the ability to deal with confidential client information sensitively and appropriately.  

An aptitude to updating information to a variety of systems is essential combined with the ability to transpose information from one system to another.

You must have good organisational skills coupled with proven communication skills.

An ability to work flexibility and manage competing demands to support the needs of the service.

Given that you will be working within a small team you must be a good team player as you will be required to cover for your colleagues as and when required.  

Accuracy and attention to detail is essential ensuring all information is recorded accurately and securely.

Computer literate in Microsoft packages with good IT skills, including the ability to develop/manage Excel spreadsheets, and a general awareness of IT applications is essential.

Experience of working in an office environment, providing administration and clerical duties is desirable.

You will be required to undertake a Disclosure Check.

Working at Perth & Kinross Council

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. Find out more about Perth & Kinross Council and you could soon be joining our team!

Here's what we can offer you:

• A generous annual leave package
• 6 days public holiday and an additional discretionary day
• Eligibility to join our pension scheme
• Family friendly and positive work/life balance policies such as Flexible Working, Maternity, Paternity & Adoption leave, time off for volunteering and our Wellbeing Framework
• Access to a range of benefits

We recognise there can be benefits to flexible working and where individual jobs allow, we seek to support this. You are encouraged to discuss potential options with the recruiting manager, if this is of interest to you. A healthy work life balance is important to us and we provide supportive management and, where possible, flexible working arrangements to help you achieve that balance. You will have access to training and support for continued professional development.

For purposes of connection and collaboration with colleagues and with the community we serve, our full-time employees work on site for a minimum of 2 days per week with the arrangements for part time employees being agreed on a basis which will ensure that they benefit to an equivalent degree. Our FAQs on hybrid working can be found here Hybrid working FAQs. We are committed to being a more inclusive employer - to ensure we can consider any reasonable adjustments, please either contact the recruiting manager to discuss any individual circumstances, discuss at interview or, if you prefer, after any conditional offer is made.

Next Steps

We would love to hear from you and would encourage you to get in touch with Paulo Pinto on 01738 474451 to find out more.

Click “APPLY NOW”

External candidates are required to provide contact details for 2 references, including email addresses. One of these must be your current or most recent employer.

We welcome applications from everyone and as a Disability Confident employer, we guarantee to interview applicants who declare a disability and meet the essential requirements of the post. Please contact the hiring manager above or the Recruitment Team on (01738) 475555 or recruitment@pkc.gov.uk to discuss any reasonable adjustments. Appointments are based on evidence supplied during the selection process.

Diversity is important to us and although some of our jobs may be perceived to be traditionally gender specific, we welcome applications from everyone and would encourage you to apply if you meet the job requirements. That includes welcoming applications from former armed forces personnel/reservists. Many of the skills picked up during your military career could be transferred directly into a role with local government.

This post is subject to a Disclosure Scotland check.

If you have lived overseas for a period of 12 months or more (continuous or total) within the last 10 years, whilst over the age of 18, an Overseas Criminal Record Check will be required. You will be required to provide this check.

A confirmed offer of employment and commencement in the post will be subject to the outcome of the above mentioned mandatory pre-employment checks (including references) and will also include eligibility to work in the UK, qualifications and fitness to undertake the post.