Assistant Clerk To The Tayside Area Support Team, Perth

Job Description

Assistant Clerk To The Tayside Area Support Team (Fixed Term until 01/10/) PKC
£23, – £25,
2 High Street, Perth PH1 5PH

Opportunity for a highly motivated and articulate individual to join our Democratic Services team in Legal and Governance Services to assist the Tayside Area Support Team (AST) Clerk in undertaking administrative duties relating to the provision of a professional support service to the Tayside Area Support Team for the Children’s Hearings System.

The Council is currently progressing with a hybrid working model offering access to office working on some days/when required.  Initially this is on a temporary basis with longer term options becoming available in future.  We are committed to being a more inclusive employer, please contact the recruiting manager to discuss any individual circumstances with the recruiting manager, discuss at interview or if you prefer, after any conditional offer is made,  to ensure we can consider any reasonable adjustments.

There will be some evening and weekend work on occasion.

 

Responsibilities

The main duties of the jobs will be:

Support to the AST

1.To assist in the preparation of Area Support Team agendas, reports and minutes and in the processing and implementation of the decisions relative to AST meetings and Sub-Committee meetings by:-

Preparation of meeting timetables including booking of venues and catering. Collation and issuing of agenda for AST meetings and Sub-Committee meetings, in conjunction with Area Convener and Depute Area Conveners. Typing of minutes. Assisting in implementation of decisions. Attending and minuting Sub-Committee meetings, as required

2.    To deal with public enquiries by telephone and e-mail in relation to the work of the AST and the National Children’s Panel

3.    To assist with arrangements for the recruitment and selection of AST Members including PVG membership 

4.    To assist in the provision of Complaint Handling including arranging of meetings of the Complaints Sub-Committee

5.    To assist the Area Convener and Depute Area Convener with the preparation of reports to the National Convener and the AST contribution to the Children’s Hearings Scotland Annual Report

6.    To maintain the relevant data and information concerning panel members workload and allocation to inform local training and recruitment strategies

7.    To process, check and arrangement payment of Panel and AST Members’ expenses

8.    To provide general secretarial and administrative support to the Area Convener and Depute Area Convener(s)

9.    To assist with the organisation of the annual recognition event for Children’s Panel Members.

10.    To carry out research on behalf of the Clerk by manipulation of various databases including CSAS, EXCEL 

Panel Member Appointment and Re-appointment

1. to provide administrative support for the joint recruitment process

issuing of application packs following expressions of interest
organisation of information evenings, preliminary interviews and final interviews
Attendance at the various recruitment events

2.    to assist with re-appointment of Panel Members due for re-appointment.

collating responses from panel members 
organisation of interviews for those panel members seeking re-appointment

3.    to provide administrative support for AST Members undertaking annual review interviews with panel members

Support to Lead Panel Representatives and Panel Members

1.    to provide general secretarial and administrative support for Lead Panel Representatives from Angus, Dundee and Perth and Kinross Local Authorities

2.    to provide support for Learning and Development Co-ordinators in relation to booking of accommodation for meetings and local panel training

3.    to maintain individual panel members files

4.    to process resignations and maintain up to date membership lists 

5.    to assist with requests for leave of absence from panel members

6.    to support the learning and development of panel members

Rota Management

1.    to provide administrative support, as required, to the lead panel representatives and rota managers in preparation of rotas.

2.    Facilitate panel member swops and make the necessary changes to rota system.

3.    support the lead panel representatives to maintain up to date records of panel member availability
General

1.    Generally to carry out any other duty as directed by the Clerk and AST executive.

The Individual

You will have:

Ideally a working knowledge of the Children’s Hearings system and the legislative framework underpinning the system.

A general awareness of local government in Scotland, including recent developments.

Knowledge of Administrative Procedures.

Ability to work with people at all levels and maintain constructive working relationships within a voluntary / public sector setting.

Excellent communication and organisational skills.

A high degree of professional integrity and ability to maintain confidentiality of information.

Ability to manage workload on a daily basis, working under pressure and setting deadlines.

Attention to detail and good analytical skills.

The ability to work as a member of a team.

A commitment to personal development.