Making the best use of resources
This competency applies to AA (Administrative Assistant), AO (Administratiive Officer), EO (Executive Officer), HEO (Higher Executive Officer) and SEO (Senior Executive Officer) careers.
There are three levels for this competency. The job description will tell you which levels apply to that job. Each competency level builds on the previous one:
- if the job description specifies Level 2, you will need to demonstrate evidence of the knowledge, skills and behaviours required for both Levels 1 and 2
- if the job description specifies Level 3, you will need to demonstrate evidence of the knowledge, skills and behaviours required for Levels 1, 2 and 3.
Level 1 – Delivering efficient service
Delivering efficiently within agreed resource constraints
- Deliver consistently to agreed priorities, standards and timescales
- Actively plan and manage my daily workload to meet targets and deadlines
- Use available information to plan and assess my progress against agreed performance and work objectives
- Suggest solutions when discussing problems
Reducing resource usage
- Seek to identify areas where improvements can be made to reduce costs and improve the use of resources (e.g. time, money)
- Seek ways to reduce waste and encourage colleagues to do the same
Managing risks and compliance
- Identify and report issues that may put at risk the successful completion of my work (for example a barrier to customer service)
- Consistently apply DWP policies and business procedures relevant to my role
Level 2 – Leading and improving service delivery
Allocating resources against established priorities
- Consider budget limits in using and allocating resources
- Ensure there are clear priorities/outputs and deadlines to deliver projects/targets
- Use management and financial information to focus action and identify priority issues and risks
Achieving efficiencies by using resources better
- Take action where people or systems are operating inefficiently
- Make the best use of people's skills and availability to deliver business objectives
- Consider the need for Reasonable Adjustment when planning and allocating work and implement any reasonable adjustments identified
- Demonstrate flexibility and creativity in delivering with less resource
- Consider whether alternative options will provide better value for money before making decisions which incur costs
Managing risks and compliance
- Identify, assess and manage the impact of risks which may affect the successful delivery of projects, tasks, targets or deadlines
- Identify and resolve non-compliance with DWP policies, procedures, business controls and regulations
- Ensure procedures and documentation are monitored and reviewed to ensure full and complete audit trails are maintained
- Ensure your team achieves the required levels of customer service, following DWP and legislative standards relating to diversity
Level 3 – Prioritising and managing service delivery
Determining priorities and allocation criteria
- Devise plans and budgets which identify 'value for money', cost reductions and environmental impacts to deliver goals/targets
- Regularly clarify business priorities and appropriate risk levels
- Ensure that funding requirements are approved before committing to spend
- Balance the diverse needs of stakeholders to maximise business performance
Managing resources more effectively
- Translate into action plans the implications of strategic goals, business plans, performance targets and costs on daily activities
- Take action to ensure resources are in place to meet business needs
- Manage effectively the delivery of contracts/projects/targets to agreed costs and timescales
- Be accountable for actual resources, range and quality of outputs, progress, benefits realised and delivery to plans, standards and timelines
Managing risks and compliance
- Take prompt action to minimise the effects of high impact/high probability risks
- Promote consistent compliance with DWP policies, procedures, business controls and regulations
- Actively support independent reviews/audits and implement agreed recommended actions
- Conduct equality impact assessment as appropriate
Other behavioural competencies for Administrative Assistant (AA) to Senior Executive Officer (SEO) careers: