Senior Clerical Assistant - Access Team, Pullar House, Perth - PKC13773

Main Purpose of the Role

Working within Perth & Kinross Council is more than a job, 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: A vacancy has arisen for a Senior Clerical Assistant in the Access Team, Early Intervention and Prevention Service within the Health and Social Care Partnership. The team is the first point of contact for adult social work within the partnership, and provides a duty team for individuals 16, their families and carers. The Access Team responds to all new contacts Monday-Friday 8.45-5pm. You will be responsible for taking referrals via telephone and email, updating relevant databases, spreadsheets and other systems as required and be responsible for the secure and accurate transmission of information. You will be an essential support to the team with an interest in supporting service users, carers and service partners to experience good communication and information provision appropriately and timeously. Although this post is predominantly based in the Access Team, jobholders are expected to adopt a flexible approach to the job as they may be required to provide support across any of the teams which include the Access Team, Wellbeing Team and Community Link Worker Team.

Responsibilities

• Operate departmental systems, including databases and spreadsheet applications for the accurate input, collation and retrieval of information.
• Assisting and carry out searches as required on computerised service user information system, collating standard reports as required.
• Receive telephone enquiries and take appropriate action as required.
• Gather Assessment information from Health Professionals and input to client database.
• Check any invoices with regards to stationery orders etc. and pass to finance.
• Assist in maintaining the electronic filing system to ensure efficient and effective retrieval of documents and materials.
• General typing of letters, forms and photocopying as required.
• Assist in the receipt of mail and preparation of outgoing mail.
• Maintain a professional approach responding to all queries from the public, Council employees and outside agencies in an efficient and courteous manner, using initiative to resolve problems; personally, and by telephone both internally and externally.
• Ensure the appropriate degree of confidentiality in all work undertaken.
• To provide support to the Administrative Support Team which covers the Access Team, Wellbeing Team and Community Link Worker Team, as and when required.
• Participate in a range of meetings and undertake minute taking and liaise with all levels of staff, agencies and service users.
• Carry out other tasks within the general scope of the post as may be allocated by the Admin Assistant.
• Actively pursue own personal development and take full advantage of the training provided.

Skills & Experience Required

• You must have relevant experience working in an office environment.
• Knowledge of clerical/admin procedures.
• You must have experience working with Microsoft packages and accurate keyboard skills, it would be beneficial if you have experience of Mosaic.
• Experience in minute taking.
• Ability to work on own initiative with minimum level of supervision.
• Ability to manage own workload and prioritise.
• Ability to work under pressure.
• It would be advantageous if you have experience working in a Local Authority setting and Adult Social Care.
• Sensitivity/empathy to the needs of others.

Health & Safety

You have a personal responsibility for taking care of yourself and others and must comply with all relevant Health and Safety legislation.

Equality & Dignity at Work

The ability to treat colleagues and customers with dignity and respect as per the Employee Charter. Anti-discriminatory attitude.

Communications

Efficient and effective communication skills. The ability to liaise with other professionals in an appropriate manner.

Flexibility

Ability to work in a variety of situations and meet tight deadlines with accuracy. Proven organisational and prioritisation skills.

Achievement of Results

Good standard of general education and would be beneficial if you have European Computer Driving Licence and HNC in Admin. Willingness to undertake further training/education.

Quality

Experience of working within the operational practices and standards of an organisation.

Team Working

Ability to build good working relationships with others and work as part of a team.

Decision Making & Problem Solving

Ability to work on own initiative with minimal supervision. Objectivity in coping with difficult situations. Must be able to cope with the demands of the job and attend on a regular basis.

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.
• Flexi time.
• 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.

Next Steps

We would love to hear from you and would encourage you to get in touch with Hazel Heron on 01738 475365 to find out more.

Click “APPLY NOW”. External candidates are required to provide contact details for 2 referees, including email addresses. One of these must be your current or most recent employer. Internal applicants applying for secondment must obtain line manager approval through the secondment form available under My Forms – Secondment Request Form on MyView. Please note that secondment requests are considered on a case-by-case basis.

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.

To comply with Baseline Personnel Security Standard, you will be required to complete a Disclosure Scotland check. If you have lived overseas for a period of 12 months or more (continuous or total) within the last 5 years, 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.