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Admin Assistant

4 months ago

Elgin, United Kingdom Moray Council Full time
Job Description

To work as part of a small team within the CMT Admin Hub assisting with provision of a confidential, personal secretarial service for the CMT Hub (Interim Chief Executive and Depute Chief Executives).

 

Requirements

Assist the Office Manager (Acting) and Corporate Administrative Assistant with provision of a personal and confidential secretarial support service within the CMT Admin Hub.

Draft content and manage respective social media platforms for CMT Hub.

Liaison with Elected Members, Scottish Government and National Bodies.

In consultation with the Office Manager (Acting), develop, maintain and review administrative procedures and functions within the CMT Admin Hub.

Request and co-ordinate production/collation of papers and reports for the CMT Hub, as required.

Participate in the Council’s Employee Review and Development Programme.

Deputise for the Corporate Administrative Assistant in his/her absence.

Contributing to the effectiveness of the service.

 

Responsibilities

Assist the Office Manager (Acting) and Corporate Administrative Assistant with provision of a personal and confidential secretarial support service within the CMT Admin Hub.

To undertake duties and generally act in the best interests of the Council.

Organising and prioritising workload in an efficient manner and completing tasks satisfactorily within prescribed time periods.

Acting properly, honestly and courteously and in the best interests of the CMT Hub and the Council at all times.

Adopting helpful, positive and friendly communication methods when dealing with all contacts (orally by telephone and in writing).

Carrying out all tasks in a competent satisfactory level and to strive continually to improve personal effectiveness by maintaining and enhancing a knowledge of the appropriate key elements of the post.

To take a positive approach to the professional and technical aspects of the job.

To comply with Departmental and Council personnel welfare and Health & Safety procedures.

 

The Individual

Experience of working in a busy office environment using relevant technology and equipment e.g. photocopier, E-mail, Intra/Internet.

Clerical/administration/typing experience.

Experience in WP packages including WORD, Excel and PowerPoint.

4 SQA Standard Grades or equivalent (at level 3 or above including English and Mathematics/Arithmetic).

Advanced keyboard qualifications (RSA ii in typing, audio typing, word processing)/ECDL/Clait* (or equivalent working knowledge of Microsoft software packages).

Excellent keyboard skills and attention to detail.

Effective communication skills – both oral and written.

Self confident and self motivated.

Ability to record information accurately.

Sound knowledge of software packages e.g. Microsoft Office 365.

Ability to demonstrate a high standard of numeracy, organisational and administrative skills.

Ability to be compassionate and demonstrate patience, tact and understanding.

Good organisational skills/time management with the ability to respond to conflicting and competing demands.

Ability to prioritise workload, in accordance with objectives and targets.

Ability to work as part of a team.

Ability to relate well with all levels of staff.

Willingness to accept direction/ delegation.

Appreciation, acceptance of and commitment to importance of confidentiality.

Where required, an ability to work using own initiative, while also being a team player.

Ability to work in a busy shared office.

Flexibility to meet the needs and demands of the service.

Ability to work in different offices dependent on the service.

 

Internal Candidate: a secondment will be considered.

 

Closing date:  14 June 2024

Starting salary:  £24,429.60

36.25 hours

 

Contact for any enquiries: Alison McLaughlin (Acting) Office Manager