Clerical Assistant
Venesky-Brown’s client, a public sector organisation in Portree (Skye), is currently looking to recruit a Clerical Assistant for an initial 6 month contract on a rate of £14.22/hour PAYE – working 36 hours per week. This role will be based in Skye.
Responsibilities:
– Manage all incoming and outgoing mail.
– Responsible for all unit typing:- care plans, risk assessments, brochures, news letters, communications with relatives, internal and external reviews.
– Collate, check and send the weekly and monthly staff hours to payroll.
– Creating requisitions and receipting invoices in PECOS for all orders needed in the Unit – groceries, stationery, gas, oil, etc.
– Advise staff of parcel deliveries to ensure prompt collection in order to keep reception clear of hazards.
– Deal in a professional and efficient way with telephone and personal callers to the Unit, ensuring enquiries are dealt with appropriately and timeously.
– Deal with enquiries by members of the public / other organisations either by telephone, email or in person.
– Maintain visitor register.
– Maintain stock of paper and other consumables for office photocopiers and report any machine faults to the service engineer as necessary.
– Deal with organisation’s department regarding any issues.
– Compile and submit monthly statistics.
– Compile and submit monthly statistics for minibus usage for grant purposes.
– Reconciliation of all petty cash transactions, balancing and sending for reimbursement of petty cash.
– Reconciliation of cash register and banking of monies collected.
– Maintaining files, records and statistics and other important confidential records.
– Recording and calculating holiday hours for relief staff and ensuring they are paid these hours.
– Maintaining sickness and absence records.
– Minute taking for all meetings in the unit, staff resident and day care.
– Compiling and distributing questionnaires for the unit.
– Assisting with newsletter for Unit.
– Archiving all files and making sure that files and documents meet with retention period guidelines.
– Assisting care staff with residents and day care personal files, ensuring files are up to date.
– Keep record of all monies in the safe and recording all residents monies held in safe.
– Work flexibly as and when required as part of the Skye, Lochalsh & Wester Ross Admin Team.
– Be aware of and comply with Health & Safety Policy to ensure safe working practice.
– Participate in Personal Development Planning & Review process.
Essential Skills:
– Previous experience of dealing with the general public is essential.
– Customer service experience face to face, written and telephone being tactful and diplomatic when dealing with anxious and distressed residents and their relatives.
– A minimum of two passes at standard grade, one of which should include keyboard skills, whilst the other should be English.
– Flexibility with regard to duties and availability.
– Keyboard/secretarial skills are essential.
– Good communication skills/interpersonal skills and telephone manner are essential.
– Remaining pleasant, helpful and cheerful when dealing with callers to the Unit.
– Ability to use initiative and prioritise work.
– Planning and organisational skills
If you would like to hear more about this opportunity please get in touch.
Responsibilities:
– Manage all incoming and outgoing mail.
– Responsible for all unit typing:- care plans, risk assessments, brochures, news letters, communications with relatives, internal and external reviews.
– Collate, check and send the weekly and monthly staff hours to payroll.
– Creating requisitions and receipting invoices in PECOS for all orders needed in the Unit – groceries, stationery, gas, oil, etc.
– Advise staff of parcel deliveries to ensure prompt collection in order to keep reception clear of hazards.
– Deal in a professional and efficient way with telephone and personal callers to the Unit, ensuring enquiries are dealt with appropriately and timeously.
– Deal with enquiries by members of the public / other organisations either by telephone, email or in person.
– Maintain visitor register.
– Maintain stock of paper and other consumables for office photocopiers and report any machine faults to the service engineer as necessary.
– Deal with organisation’s department regarding any issues.
– Compile and submit monthly statistics.
– Compile and submit monthly statistics for minibus usage for grant purposes.
– Reconciliation of all petty cash transactions, balancing and sending for reimbursement of petty cash.
– Reconciliation of cash register and banking of monies collected.
– Maintaining files, records and statistics and other important confidential records.
– Recording and calculating holiday hours for relief staff and ensuring they are paid these hours.
– Maintaining sickness and absence records.
– Minute taking for all meetings in the unit, staff resident and day care.
– Compiling and distributing questionnaires for the unit.
– Assisting with newsletter for Unit.
– Archiving all files and making sure that files and documents meet with retention period guidelines.
– Assisting care staff with residents and day care personal files, ensuring files are up to date.
– Keep record of all monies in the safe and recording all residents monies held in safe.
– Work flexibly as and when required as part of the Skye, Lochalsh & Wester Ross Admin Team.
– Be aware of and comply with Health & Safety Policy to ensure safe working practice.
– Participate in Personal Development Planning & Review process.
Essential Skills:
– Previous experience of dealing with the general public is essential.
– Customer service experience face to face, written and telephone being tactful and diplomatic when dealing with anxious and distressed residents and their relatives.
– A minimum of two passes at standard grade, one of which should include keyboard skills, whilst the other should be English.
– Flexibility with regard to duties and availability.
– Keyboard/secretarial skills are essential.
– Good communication skills/interpersonal skills and telephone manner are essential.
– Remaining pleasant, helpful and cheerful when dealing with callers to the Unit.
– Ability to use initiative and prioritise work.
– Planning and organisational skills
If you would like to hear more about this opportunity please get in touch.
