System Admin & Development Assistant (Temporary)

North Ayrshire Council
03 Oct 2016
24 Oct 2016
Contract Type
Full Time

Role Profile

Re-advert of NAY01740. 

Post is Temporary until 31st March 2017 working 35 hours per week with a view to becoming permanent and the hours reduced to 17.5 hours per week thereafter.


To work as part of a team responsible for the development, management, operation and control of financial systems, performance management systems and other document image processing and workflow related systems.


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

  • Responsible for the development of financial systems and other software products to maximise the efficiency and effectiveness of the software and to identify potential savings for the service.
  • Ensure that the development of the financial management system (FMS) meets the changing business needs of the Council. This will include identifying and specifying modifications, implementing changes and testing.
  • Update all-statutory and non-statutory performance indicator data and Finance service plan actions, internal audit reports and other data or reports to the Council’s performance management system (Covalent), as required by the System Administration and Development Manager. Maintain and update all performance data as required and extract management information on request.
  • Ensure the development of quality financial management information meets the rigorous demands of best value throughout Finance & Infrastructure and the Council.
  • Ensure that all the Performance & Personal Development data for all staff in Finance has been accurately updated to the CHRIS system by all Sections and produce management reports to identify any gaps, as requested.
  • Deliver training identified through the Performance & Personal Development process and to other parts of the Service, which require training from the System Development and Administration team.
  • Maintain the effective, accurate and secure operation of the Council Tax, Benefits, Sundry Debtors, Housing Benefit Overpayments, Non-Domestic Rates and Community Charge systems and related document image processing and workflow systems. Liaise with the senior staff in the Revenues and Benefits Service on any operational requirements.
  • Implement the processing schedules required by senior staff in Revenues, Benefits Service, Housing Services and IT in respect of the Council Tax, Benefits, Sundry Debtors, Housing Benefit Overpayments, Non-Domestic Rates and Community Charge systems.
  • Responsible for the timely and accurate completion and proper control of all system outputs produced. Document all system-related faults and to arrange for their resolution internally or report them to IT or externally to software suppliers. Control and maintain all user access levels to all financial systems.
  • Liaise as required with software suppliers and IT to ensure that all software releases and patches are applied to the test systems, fully test them and document any significant changes. Record all system faults and design workarounds as required to avoid delays.
  • Liaise with software suppliers and IT on planning, supply and installation of new releases of software and program amendments into test and live environments. Carry out set procedures to test updated software. Provide confirmation to the Systems Administration & Development Team Manager that software can be installed into a live production environment.
  • Provide information and guidance to the Revenues and Benefits Service on the preparation and maintenance of system user guides and procedure manuals including DIP and workflow systems and where required deliver training for staff to maximise the functionality of relevant systems.
  • Carry out annual billing, ad hoc billing and the recovery of Council Tax in accordance with the requirements of the System Administration & Development Team Manager.
  • Apply and process where applicable all interface files from the assessor, sheriff officers, banks etc. according to schedule and arrange for the transfer of data files for printing and where applicable card production contractors, sheriff officers and banks by IT Services.
  • Responsible for the accurate reconciliation of the number and Valuation Bands of properties held in the council tax system and the reconciliation to the Ayrshire Valuation Joint Board records.
  • Produce the data that is required by the Senior Manager Revenues & Benefits to complete the annual Council Tax base return, National fraud initiative outputs and neighbourhood statistics. Assist in the development of business object reports or system-generated reports from relevant financial systems.
  • Work with training providers, both internal and external to the Council, as required for Revenues and Benefits. Contribute towards the design and development of bespoke training courses (primarily IT based) matched to the requirements of specific groups of staff.
  • Take part in benchmarking with other organisations from the public and private sector on the use of software systems and performance outcomes. Represent Finance, as appropriate at internal / external working groups or meetings. Liaise with internal and external auditors, as required.
  • To cover in the absence of the System Administration and Development Team Manager and supervise the work of the System Administration and Development Assistant.






Education and Qualifications

  • Credit level pass in English and maths / arithmetic or equivalent qualification certificates or relevant work experience
  • Pass at Higher grades or equivalent   qualification or SVQ Level 3 certificate
  • RRV qualification
  • SNC certificate     
  • Application Form
  • Interview


  • Combined knowledge of Financial, Revenues or Benefits Operational Systems and Legislation and system administration activities.
  • Experience of being a team member in a systems development environment
  • Experience of testing software and developing ideas for improvements.
  • Experience of delivering training courses    
  • Experience of working with software companies and printing companies and Information Technology Section
  • Application Form
  • References
  • Interview

Specialist Knowledge

  • Knowledge of the preparation of document templates, data file creation and processing.
  • Knowledge of the Northgate products, Anite system, Masterpiece and CARS systems and cognos.      
  • Knowledge of Northgate Business Objects and Document Management Systems
  • Application Form
  • Interview
  • Pre/Post-Interview Check (if appropriate)

Skills and Abilities

  • Organisational skills
  • Oral and written Communication skills
  • Analytical skills
  • Interpretation skills
  • Ability to work on own initiative
  • Presentation skills - Ability to deliver training to a group of people
  • Ability to represent the Service at meetings with internal services and external organisations
  • Sound judgement
  • Ability to meet tight deadlines
  • Supervisory skills
  • Microsoft Word, Excel and Power-point
  • Accurate keyboard skills
  • Ability to reflect on own performance   and improve
  • Creative thinking
  • Innovative thinking
  • Ability to work as part of a team
  • Application Form
  • References
  • Interview


  • Professional approach to work
  • Good timekeeping
  • Excellent attendance record
  • Ability to work under pressure


  • Application Form
  • Interview
  • Pre/Post-Interview Check (if appropriate)

The Individual

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.

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