We currently have the following opportunity:
Senior Clerical Assistant - PKC14075
£27,010 - £28,455
HMP Perth
Working across HMP Perth, HMP Castle Huntly and Community based social work teams you will be responsible for developing, managing and providing a comprehensive and consistent administrative support service to social work teams who are part of the Justice and Community Safety Services.
We are seeking a confident individual to provide an efficient and effective administrative support role as part of very busy team within the Justice and Community Safety 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.
You will have the ability to work flexibly 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.
Please be advised that this post is office based.
You will be required to undertake a Level 2 Disclosure Check.
Please note, we are currently unable to offer sponsorship for this post.
Main Accountabilities
- Support Service Managers/Team Leaders/Admin Officers in providing an effective and efficient support service within a Criminal Justice Locality.
- Carry out all clerical tasks associated with the post.
- Provide an efficient minute taking service to a variety of strategic and operational meetings.
- 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 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.
You must have a valid UK driving licence as this post requires you to travel to a variety of locations across Perth and Kinross.
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.
