Senior Clerical Assistant, St Martin's House North, Perth

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 (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

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

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.