Midlothian Post ref: Post title: Division: Closing Date: Job Advertisement C140 Administrative Assistant Corporate Services Division Friday 11 May 2007 Based in Midlothian House, Dalkeith, you should enjoy the challenge of producing accurate work while responding to the demand of assisting with a wide range of duties. These will include the operation and control of all aspects of the Council’s Car Leasing Scheme and to assist in the provision of the Council’s Insurance and Treasury Management operations. Previous relevant office experience, preferably within a financial environment, excellent organisational skills and demonstrable computer skills are essential. In addition you must have the ability to communicate effectively and work on your own initiative. You must possess at least 2 Higher Grade level passes or equivalent. You will also have previous relevant office experience, clerical skills and experience of Windows based applications. Job Description Section: Responsible To: Purpose of job: To operate and control the Council’s car leasing arrangements. To assist in the provision of the Council’s Insurance and Treasury operations. Key Work Areas To liase with all levels of staff regarding car lease enquiries. To liase with the various leasing companies arranging quotes in order to achieve the best price available. To organise and co-ordinate the required cars, taking delivery and arranging with staff for collection and return. To arrange and control all financial aspects surrounding car leasing, this includes checking and paying invoices, preparing journals, completing reconciliation’s, preparing contracts and notifying payroll and employees regarding deductions etc. Ensure all information is updated on systems Prepare monthly Inland Revenue returns. Treasury & Payments Team, Finance Unit Accountant Assist in providing Insurance operations. This will include processing claims, dealing with enquires from staff and the public, updating system details and assisting the Insurance Officer as required. Assisting with Treasury Management operations. This will include working out daily bank balances, establishing the days movements, liasing with brokers for borrowing and lending requirements. To undertake other duties as may be ascribed to you from time to time by the Director, Corporate Services or his nominated officer. Conditions of Service Post: Division: Location: Standard hours of work: Administrative Assistant Corporate Services Division Midlothian House, Buccleuch Street, Dalkeith 35 hours per week Monday - Thursday 9.00am - 5.00pm. Friday 9.00am - 3.45pm. 45 minutes unpaid daily break. Flexitime: This post is included in the Council's Flexitime scheme. Core times Monday - Thursday Friday 10.00 am - 12.00 noon and 2.00 pm - 4.00 pm 10.00 am - 12.00 noon and 2.00 pm - 3.30 pm Salary Grade: Payment Method: Annual Leave: £15,828 - £16,932 per annum pro rata Paid on the 28th of each month, directly into bank account Up to 5 years service Over 5 years service Over 10 years service 21 days 26 days 28 days Pay Awards: Public Holidays: Notice period: Pension: Negotiated annually at national levels 11 public and statutory holidays per year One month written notice by either side. Option to join the Local Government Superannuation scheme, employee's contribution is 6%. Midlothian Council operates a no smoking policy at work. The main terms and conditions of the post are set out in the Scheme of Salaries and Conditions of Service agreed by the Scottish Joint Council for Local Government Employees, as adopted by Midlothian Council. Equality of Opportunity Midlothian, as an equal opportunities employer, considers applicants on their suitability for the post regardless of sex, race, religion, disability or sexual orientation. Providing equality of opportunity for all applicants and employees is among our most important goals and values. Application Your completed application together with the completed Equal Opportunities and Supplementary form should be returned to the following address by the closing date illustrated on the front sheet: Head of Performance and Human Resource Midlothian Council, Midlothian House, Buccleuch Street, Dalkeith, EH22 1YH. All section of the application form must be completed and you should note that curriculum vitaes will not be taken into account. In the interest of economy, your application will only be acknowledged on receipt of a stamped, self-addressed envelope. However, you will be informed of the outcome of your application in due course. Details of all posts will be made available, on request, in other languages, Braille, large print and audio-tape. Please contact the Personnel Unit on telephone number 0131 271 3015 or email email@example.com to arrange. Pre-employment Enquiries Please note that if you are successful, our offer of employment will be conditional on satisfactory completion of pre-employment enquiries such as medical screening, written references, verification of your original qualifications and your eligibility to work in the United Kingdom. A criminal records check with Disclosure Scotland may also apply. General Statement of Recruitment and Selection Policy Midlothian Council is committed to achieving equality of opportunity in recruitment and will promote anti-discriminatory practices to achieve fair access to employment Employees will be recruited from the widest appropriate recruitment market The policy provides for positive action towards disabled people and New Deal applicants. If you have a disability or you are on the Government’s New Deal scheme and if, from the information you have given on the application form, you have the minimum skills, experience and other attributes required for the post, you will be guaranteed an interview. All applicants have the right to make a complaint of unfair treatment relating to any stage of the recruitment and selection process. A complaint by an external applicant, in the first instance, should be made in writing to a relevant Director. The Director will consult the selection panel members before making a written response. If the complaint remains dissatisfied, he/she will be advised of the right to submit the complaint to the Chief Executive, who will normally arrange for an enquiry. A report may be submitted to the Cabinet. Summary of the Policy on the Recruitment of Ex-offenders Midlothian Council is committed to the safer recruitment of staff working with children and vulnerable adults, and in other positions of trust, and as such is a Registered Body with Disclosure Scotland. The Council is also committed to the principles of Equality of Opportunity and as such will not discriminate unjustifiably against individuals with criminal convictions. The Police Act 1997 provides a mechanism through Disclosure Scotland for vetting recruits through criminal records checks. Where conviction or other information is revealed as part of the Disclosure process, that information must not be used to unfairly discriminate against individuals. Midlothian Council complies fully with the Code of Practice, issued by Scottish Ministers, on the use of information provided to the Council by Disclosure Scotland under Part V of the Police Act 1997, for the purposes of assessing applicants' suitability for positions of trust. Having a criminal record will not necessarily debar an applicant from working with Midlothian. Decisions regarding suitability for positions of trust which are subject to vetting will be dependent on the nature of the position, together with the circumstances and background of the offence(s) SINGLE STATUS JOB EVALUATION Single Status This information sheet has been designed to inform you about two key issues affecting employment with Midlothian Council. These are Single Status and Job Evaluation. What is Single Status? Jobs that were formerly classed “APT&C” and “Manual” are now covered by one set of terms and conditions known as Single Status. Most jobs in the Council, which are not teaching posts, are covered by this agreement. Midlothian Council is currently working towards implementation of the Single Status Agreement. This is an agreement made by management and the Trades Unions at national level. It requires Midlothian Council to develop its own employment package for various posts including this one. What will change? A new pay and grading structure will be introduced covering all posts previously classed as APT& C and Manual Worker. The grades of all jobs are being reviewed to ensure that the new grading structure is fair and meets equal pay requirements. It is anticipated that the grades of most jobs will be largely unaffected but a minority will either increase or decrease. Where there is a reduction in grade, existing salary levels will be protected for three years. At the same time, a single set of terms and conditions of employment will be developed. What is Job Evaluation? The Single Status Agreement requires existing pay and grading arrangements to be reviewed. As an employer we need to be able to demonstrate that the salaries we pay reflect fairly the nature and responsibilities of jobs in relation to each other. To achieve this all jobs covered by Single Status have been evaluated. The results will be used to place jobs within the new grading structure. Will it affect me? Yes; the Agreement will introduce revised pay and conditions for all affected employees although the precise affect on individual jobs cannot be identified at this stage. It is intended that a locally negotiated pay and conditions package will be agreed in the autumn of 2007 and will be applied retrospectively from July 2007. This means that if you are the successful candidate, once you have started the job you are likely to see some changes to your pay or terms and conditions of employment.
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