Admin Assistant

5 days left

North Ayrshire Council
10 Aug 2017
24 Aug 2017
Contract Type
Full Time

Role Profile



To ensure the provision of a high quality, comprehensive service Criminal Justice staff and Court Personnel.



Corporate Responsibilities

  • To undertake individual role in line with the Council’s Strategic Priorities and in compliance with the Council’s corporate policies and procedures.
  • To undertake any other reasonably required duties as instructed by Management or someone acting on their behalf, in addition to the role specific tasks & responsibilities detailed below.

Role Specific Tasks & Responsibilities

  • Supervision, support and development of Senior Clerical Assistants and Clerical Assistants
  • Oversee and quality assure the workload across the staff group, ensuring an appropriate level of staff resources are in place to provide an efficient and effective administrative support service
  • To ensure that efficient and effective monitoring and recording of budgetary control systems in relation to Criminal Justice Services are maintained and reported to the Senior Administrative Officer
  • Liaise with appropriate Court and Legal Personnel ensuring effective communication between all
  • Ensure all aspects of Criminal Justice Social Work Reports are maintained to the standards set out in National Outcomes, including deadlines and quality assurance of relevant paperwork
  • In keeping with CJS National Standards & Outcomes ensure that accurate monitoring of performance indicators and statistics for submission to the Scottish Government is undertaken and provided through data collection systems and statistical returns
  • Implement the Council’s Maximising Attendance Policy, including all other relevant employee support policies across the identified staff group
  • Maintain open lines of communication with the staff group through weekly/monthly team meetings and ensure that two way communication processes are in place to inform staff of ongoing Service issues and developments
  • Organisation and attendance in recruitment and selection of staff
  • Operation of computer equipment – word processing, database and spreadsheet function to produce quality correspondence
  • Organise, arrange and minute service specific/business meetings in line with the Council’s Information Management Policies and Procedures
  • Liaise closely with the Senior Administrative Officer as required
  • Undertake specific Service related tasks as directed by Senior Administrative Officer
  • Comply with confidentiality, IT and data protection guidelines






Education and Qualifications

  • HNC or SVQ Level III in Business Administration or relevant equivalent
  • ILM Award in First Line Management
  • Application Form
  • Interview


  • Experience of supervising and supporting staff groups
  • Experience of minuting complex meetings and transcribing minutes within set timescales
  • Experience of organising and supporting multi-agency meetings
  • Experience of operating within a busy and challenging environment, dealing with competing priorities


  • Application Form
  • References
  • Interview

Specialist Knowledge

  • Use of Microsoft Office packages
  • Previous experience within a Social Services setting
  • Knowledge of NAC Policies and Procedures
  • Knowledge of CareFirst/INTEGRA/
  • SDOL
  • Knowledge of Criminal Justice Services
  • Application Form
  • Interview
  • Pre/Post-Interview Check (if appropriate)

Skills and Abilities

  • Organisational skills
  • Ability to direct the workload of a team
  • Effective communication skills both verbal and written
  • Experienced in recording and producing statistical information and returns
  • Attention to detail


  • Application Form
  • References
  • Interview


  • Highly motivated and enthusiastic approach
  • Flexible and approachable
  • Demonstrates importance of confidentiality
  • Ability to travel throughout the three Ayrshires
  • Required to undertake a Basic Disclosure Scotland check
  • Driving Licence and use of vehicle to allow ease of movement across three Ayrshires and CJS locations as and when required
  • Flexibility and willingness to work occasional overtime as required
  • Required to undertake basic Disclosure check


  • Application Form
  • Interview
  • Post Interview Check (if appropriate)

Staff Values & Behaviours

North Ayrshire Council uses behavioural based approach throughout the recruitment process. Our staff values of Focus, Passion & Inspiration will be explored for this vacancy.

Further information on how to complete behaviour based application form questions is available on the Council’s website.





We put our customers first

We understand the bigger picture


  • Provide excellent customer services
  • Meet and where possible exceed the expectations of internal and external customers.
  • Understand the performance levels and standards required within our own role and strive to achieve and where possible exceed these.
  • Know how the work we do fits into the overall performance of the Council.


We take pride in the jobs we do

We are ambitious for our community

  • Take ownership of our own actions and performance.
  • Reflect on the work we do and consider how it could be improved.
  • Have a positive impact on the lives of our customers and their communities.
  • Push the boundaries to help our customers and communities realise their potential.


We all look for better ways to deliver our services

We achieve the best results together

  • Find new ways to deliver improvements, efficiencies and value for money.
  • Embrace change with enthusiasm and creative ideas.
  • Work together and creatively produce the best outcomes for our customers and communities.
  • Plan all activities with the end goal in mind.

Basic Disclosure

Preferred candidates will be required to undergo a Basic Disclosure check, prior to a formal offer of employment being made by North Ayrshire Council. Please note: Successful candidates will be expected to meet the cost of the Basic Disclosure Check of £25 which will be deducted from your wages following the commencement of employment. For further information on the Disclosure Scheme please visit For further details on North Ayrshire Council’s policy please visit



For your information if this post requires references you will be notified of further details if you are successful in gaining an interview. Not providing relevant references when requested may delay the outcome of the interview process