Clerical Assistant (Temporary)

Service:	Housing and Social Work Services
Job Title:	Clerical Assistant (Temporary)
Post Reference:	HSW/07-08/114
Grade:	NLC2 £11,589 - £14,241
Closing Date:	Friday 18 July 2008

Based within the Property Services Section, Housing and Social Work Services, Dalziel Building, Motherwell, you will provide clerical support, including reception duties, typing/data input, distribution of mail, filing and assisting with enquiries from members of the public.

Competent typing skills and a working knowledge of new technology and computer applications, combined with good organisational and communication skills and the ability to work on your own initiative are essential.

This post is temporary for an initial period of three months and will be subject to review.

It is anticipated that the interviews for this post will be held week commencing Monday, 11th August 2008.

You will provide clerical and typing support to the Housing Services Division.

Job Description

Job Outline:

1. Ensure accuracy when checking and inputting high volume of computer data.

2. Receiving and responding to telephone enquiries regarding repairs to council properties, also direct issue and prioritisation of work to contractor using the HSMS IT system.

3. Receiving telephone calls in a courteous, efficient manner, re-directing calls to other members of staff including final action and feedback to resolve issues raised.

4. Assist with clerical typing support, to staff within the section using Microsoft Word, Excel and Access.

5. Preparing, recording and processing incoming and outgoing mail on a daily basis, in liaison with Senior Administrative Assistant.

6. Ensuring all incoming/outgoing facsimile messages are recorded and dealt with timeously.

7. Undertaking general filing duties on a daily basis.

8. Undertaking photocopying and collating of documents, ensuring proper circulation
as required.

9. Ensure confidentiality is protected by ensuring that all files (manual and computerised), records and correspondence are treated in a confidential manner and access to all information is controlled.

10. Undertake any other duties that may be allocated to the postholder.

11.Comply with the Services Health & Safety at Work procedures and any relevant legislation, and to ensure that safe systems of work are used at all times.

This job description is intended to indicate the broad range of responsibilities and requirements of the post. It is neither exhaustive nor exclusive, but while some variation may be expected in particular duties, the outline is considered to provide a reasonable, general description of the post. It should be noted that you may be based in any of the offices within Housing and Social Work services.

CLOSING DATE: 18 JULY 2008