Senior Clerical Assistant, HMP Perth

Job Description

Please note: Only existing employees of Perth & Kinross Council may apply.

Working across HMP Perth 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.

You will be required to undertake a Basic Disclosure Check. 

Requirements

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 Charter.
· 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 customers and 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.

Responsibilities

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, 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 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.

The Individual