Job Description
Support Assistant/Secretary, Perth PKC11343
£25,508 - £27,874
Pullar House, 35 Kinnoull Street, Perth PH1 5GD
An exciting opportunity has arisen within the Finance and Business Support service to provide comprehensive and high quality personal assistant support to members of the Executive and Strategic Leadership team and where required provide administrative support for Elected Members Service and Civic Support. We require an agile worker who is flexible, organised, enthusiastic, and confident in providing support to Senior Council Officers and Councillors and working as part of a wider support team. You will be required to manage complex calendars to optimise leaders time, intercept calls and receive visitors on behalf of Senior Council Officers. Assist with the processing of incoming mail which includes inputting appropriate requests onto relevant information managements system/s. A key requirement of the role is to attend meetings (in person/hybrid) ranging from management meetings to Strategic Boards and take detailed minutes and action points, thereafter, process any necessary actions and liaise with relevant officers. You must be able to work under pressure to manage conflicting demands, sometimes within tight timescales. Absolute confidentiality and discretion must be maintained at all times, especially when dealing with personal, financial or sensitive information. You must have great communication and organisational skills and have the ability to deal with confidential information appropriately under GDPR. You will be someone who is keen to learn and develop your skills and knowledge.
Requirements for the role include:
• Experience of working in an administrative environment
• Excellent communication skills both verbal and written with the ability to communicate to a range of different audiences
• Extensive knowledge and experience of working with MS Office (Office 365)
• Excellent Customer Service Skills and able to deal competently with general public/customers, councillors and colleagues
• Ability to evaluate significance and urgency of information received and take appropriate action
• Ability to resolve and respond independently to a variety of problems and situations
• Excellent typing/word processing skills (including detailed minute taking, formatting reports which can contain detailed information relating to sensitive and confidential subjects) and working to tight and often conflicting deadlines
• Ability to work independently and as part of a wider team is necessary, and you will be required to assist and/or be relocated to support other sections to ensure business needs are being met. At times this may be at short notice.
The team follows a hybrid work structure, whilst predominantly office based this role provides the opportunity for you to work from home as well as working within an office environment alongside colleagues. Hybrid arrangements are reviewed often and are dependent on business and customer needs. The Successful candidate will have the opportunity to work alongside support staff whilst being supported to manage and coordinate their own workload in a busy, vibrant and forward thinking Service.
Requirements
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
https://www.pkc.gov.uk/media/51581/FAQ/pdf/Current_Hybrid_Working_FAQs_at_feb_2024.pdf?m=1708934302793
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.
Responsibilities
This role will be responsible for delivering a range of support and services which will require a good working knowledge of related activities both within their team and across the organisation. The successful applicant will be an agile worker, work within well-defined processes; however, will be expected to operate with more autonomy in terms of planning, co-ordination and decision making. It is expected that applicants will meet fully the Knowledge & Skills and Behaviour attributes contained in the Job Families Professional & Business Support Job Family Role Profile, Level 4.
The Individual
If you are interested in the position and would like further information, please contact Sam Rankin, Performance and Business Support Team Leader on either 01748 476164 or email srankin@pkc.gov.uk
When completing your application for this post, please ensure you provide current contact details (including e-mail addresses) for two referees, one should be your present or most recent employer. However, if you are an existing employee of Perth & Kinross Council, you are only required to provide reference details for your current employer.
At PKC our values and behaviours influence our work and support us in the delivery of the Perth and Kinross Offer. 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 PKC and you could soon be joining our team!
Please APPLY ONLINE. Facilities are available at all public libraries in Perth and Kinross. If you have a disability and require reasonable adjustments, please call 01738 475555 to discuss.
As part of our safer recruitment measures, any offer of employment will be subject to the successful completion of mandatory checks including eligibility to work in the UK, Disclosure Scotland or PVG, qualifications, references, and fitness to undertake the post. This may also include an Overseas Criminal Records Check if you have spent time living overseas.
Some jobs may have been traditionally carried out predominately by one gender, but we would encourage you to apply if you meet the requirements, irrespective of your gender.
A healthy work life balance is important to Perth & Kinross Council and we provide supportive management and flexible working arrangements to help you achieve a healthy work life balance. You will have access to training and support for continued professional development.
Perth & Kinross Council welcomes 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.
What we can do for you
If you are successful in a role with Perth & Kinross Council, you will have access to a range of benefits to help your physical, mental and financial wellbeing.
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