Thank you for your interest in this position
Education and Children’s Service Directorate
Clerical Assistant
Welcome to Fife
I am proud to be Chief Executive of Fife Council. Working with colleagues and
councillors, together we provide vital public services for over 360,000 people and
believe our role is to help improve lives and communities.
We are ambitious for Fife but our most challenging years ever lie ahead. More and
more people need our help and we’re focussed on reducing inequalities and
increasing opportunities throughout our communities. And yet, like the rest of the
public and voluntary sector, we have less money and fewer staff to get the job
done.
These are challenging times, but it’s also an exciting time to be in local
government. We’ve got a unique opportunity to redesign the way we provide
services and make a positive difference.
We’re looking for enthusiastic people with compassion and respect for the
residents of Fife, who are ready to help us transform local services for the future.
Steve Grimmond
Chief Executive, Fife Council
If you have any queries about the job information pack or application process, please contact the Transactions Recruitment Team.
You can do this by telephoning 03451 550088, (VOIP 2000 if internal to Fife Council), or by emailing [email protected]
.The Transactions Recruitment Team are located in Fife Council, Fife House, Glenrothes, Fife, KY7 5LT. We value diversity and are
striving towards equality of opportunity. All applicants will be considered fairly and on merit.
Job Profile
Job Title:
Clerical Assistant
File Reference Number:
Directorate and
Service:
Education and Children’s Services
Reports to:
Headteacher
Grade:
FC3
Job Purpose:
To provide front line clerical support at a School, acting as first point of contact for staff and visitors. Assist the
Administrative Assistant with all aspects of the day to day running of the office. You will have an individual
responsibility for keeping up to date with changes in procedures and technology.
Key Tasks &
Responsibilities:
Under the direction and supervision of the Admin Assistant or Senior member of staff, you may be required to
undertake any of the following tasks which may be delegated to Clerical Assistants. It is not intended as a
complete list of tasks that a Clerical Assistant could perform, nor is it intended that a single Clerical Assistant
would be able to take on all these tasks.
Activities Include:
Provide clerical support under the supervision of the Admin Assistant in the operational aspect of
establishment/office activities and issues, such as: photocopying, producing professional office documents
including letters, memos, notices, spreadsheets, minutes etc.
Provide an efficient clerical/banking service in respect of trips, uniforms, etc.
Record and maintain accurate records of outgoing mail on daily basis
Assist in the maintenance of efficient office systems to enable prompt retrieval of data, completion of
returns, as required
Assist in the operational aspects of the recruitment and selection process in relation to the Council’s
guidelines, as directed by the Admin Asst.
January 2016
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Job Profile
Ensure that staff supply cover is arranged by assisting in the processing of requests through the supply
messaging system.
Efficient completion of appropriate ITrent payroll forms in relation to the school’s establishment, and
return to the Headquarters Employee Resources team.
General Tasks &
Responsibilities:
Computer Applications
Assist in the maintenance of the schools management information system, including the production of
registers and maintenance of pupil records, staff records and sickness absence details, the Primary/Secondary
Data Exchange and the Exclusion Package
Ensure that an up to date knowledge and skills base is obtained in all of the relevant ICT systems (e.g.
Microsoft office, ERP, Outlook, customer complaints, CPD on line, etc.)
Finance
Assist the Admin Assistant in all aspects of ERP financial information system & resolution of queries,
including processing purchase orders/vouchers as necessary.
Maintain the school imprest (petty cash) account, ensuring monies are refreshed as appropriate
Where appropriate, ensure timeous checking and reconciliation of pay data with financial information
system, taking effective corrective action
Communications
Provide an effective and customer focused enquiry/reception service for all visitors/teachers, pupils,
staff, & parents as required.
Assist with the management of the school email account, ensuring that regular housekeeping is
undertaken
Work Contacts
January 2016
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Job Profile
Daily with pupils and school staff, parents, contractors, Education Service staff and visitors to the school.
Supervisory Responsibility
You will have no staff supervisory responsibility
Supervision Responsibility
Your immediate supervisor will be the Admin Assistant from whom guidance should be sought. You will
also have supervision from the school Management Team, Business Manager and Administrative Co-ordinator
from whom general support and guidance will be received.
Other Duties
You may be required to perform duties, appropriate to the job, other than those given in the job profile. The
particular duties and responsibilities attached to a job may vary from time to time without changing the overall
purpose of the job and would not, therefore, justify reconsidering the grade of the job. Such variations would
be reflected in an updated job profile.
Special Conditions:
PVG statement where the type of work is subject to Protection of Vulnerable Groups Scheme
Membership - Before your offer of employment can be confirmed, you will be required to obtain Protection of
Vulnerable Groups (PVG) Scheme Membership through Disclosure Scotland
May handle small amounts of cash.
January 2016
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Person Specification
Clerical Assistant
Within Education and Children’s Directorate/Service
Attributes
Essential
Experience
Previous experience within an administrative
environment
Desirable
Assessment
Application
Interview
Microsoft Office Experience
Education,
Qualifications
Training and
Professional
Memberships.
4 Standard Grades (Grade level 3) or equivalent
including English and Mathematics.
Application
Skills, Abilities &
Knowledge
Excellent time management skills and
organisational skills.
Application
Interview
Interview
Excellent word processing and ICT skills.
Ability to cope under pressure.
Ability to respond appropriately to conflicting
and competing demands.
Ability to respond positively to change.
January 2016
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Person Specification
Clerical Assistant
Within Education and Children’s Directorate/Service
Attributes
Essential
Interpersonal &
Communication
Skills
Excellent communication and interpersonal
skills.
Desirable
Assessment
Application
Interview
Flexible approach.
Empathy towards children
Health & Physical
Attributes
Ability to provide a regular and effective
service.
Pre-employment
health screening
How We Work
Matters
OD12 How We Work Matters details the
behaviours are required for successful
performance in the role.
Application
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January 2016
Interview
Working Together
Delivering Results
Taking Ownership
Customer Focus
Embracing Technology and Information
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