Citizens Advice Scotland – Information Assistant 1/3
CITIZENS ADVICE SCOTLAND
Job Title Information Assistant
Reports To Information Officer (designated)
Work Pattern Full time, 35 hours a week
Status Six or nine month placement
Date October 2012
General The main purpose of the post is to provide administrative support for
CAS Information and Service Communications work.
The role will be desk based and involve the use of standard Microsoft
office applications as well as web-based publishing and data-recording
tools. As part of the role, the post holder will liaise with staff in Scottish
CAB over distribution of information materials. The post holder will also
act as a shared resource for CAS as part of the general administration
This is an entry level / early career post. As such the post holder will be
given support and training to develop their general office skills where
To provide a variety of administrative and support functions to the CAS Information Section
assisting with specialised web publishing for AdviserNet and Adviceguide
(www.adviceguide.org.uk) and the CAS website / intranet (www.cas.org.uk)
undertaking routine administrative work, e.g. minute taking, compiling reports,
distributing materials to bureaux, organising papers for meetings
undertaking administrative projects, including auditing and re-organising of
(physically and electronically) filed materials.
Citizens Advice Scotland – Information Assistant 2/3
1. Web publishing for AdviserNet, Adviceguide, and the CAS
assisting in preparation of pages for publication – including checking for compliance
with house style standards – on up to three different CMS platforms potentially
leading to full responsibility for publishing pages (subject to successful gaining of
expertise and assessment of competence)
assisting with the maintaining and monitoring the web publishing schedule
sourcing and preparing images for use on AdviserNet and Adviceguide.
2. Administrative support in support of the information system
auditing and updating web references etc. for reference books and leaflets
(electronic and print) that are integral to or featured as part of the information system
work relating to the production, checking and distribution of the AdviserNet CD (for
off-line use or use by external subscribers).
3. Administrative Support to the Information Section and Information
minute taking, compiling reports, distributing materials to bureaux, handling
telephone and email queries (subject to gaining expertise and an assessment of
competence), organising internal and external meetings, scheduling meetings for
5. CAS Administrative Team Responsibilities including:
take part in reception, switchboard and mail rotas and help with large collations and
mailings when required by the CAS administrative team
undertake other administrative duties as may reasonably be requested by manager.
AUTHORITIES AND LIMITATIONS
Make selected publishing decisions independently, consulting with a supervisor as required.
Identify glitches and gremlins in web publishing / CMS and escalate to supervisor and/or
Knowledge and Working knowledge of standard office apps (Word, Excel, Outlook)
Experience and effective use of the internet for research.
Citizens Advice Scotland – Information Assistant 3/3
Additional Good organisational and communication skills – verbal and written.
Requirements Demonstrable ability to meet regular, tight deadlines and to manage
and prioritise a substantial and diverse workload.
Proven evidence of working on own initiative and as part of a team.
Ability and interest in learning new IT skills.
Basic understanding of office equipment
Willingness to be trained in the use of heavy-duty photocopiers and
other office equipment.
Ability to work to a number of people and co-operate within a team.
A commitment to the aims and principles of the CAB service.
A commitment to Equal Opportunities.
Knowledge and Experience in a busy office where duties have included word
Experience processing, minute taking, running filing systems, organising
meetings and events, and general reception and telephone duties.
Experience of maintaining and publishing to websites on a day-to-
day basis within an organisation.
Knowledge of one or more Content Management System.
Knowledge of Adobe InDesign and Photoshop.
Skill to publish to websites to a high level of accuracy – including
proofreading, following house style and layout guidelines.