Award of A4 ETSGO Administrative Assistant

Tender description

One administrative assistant is required to join the Executive Team Strategic Governance Office (ETSGO) within the Financial Management Directorate. The successful candidate will be required for an initial 6 month period with likely date of commencement early July 24. There is the possibility of a 4 month extension beyond the initial contract period if there is a continued business need .ETSGO works at the heart of the Scottish Government and both roles will support the organisation’s Executive Team (ET). ET is the Scottish Government’s senior leadership team, with responsibility for leading the organisation to deliver its outcomes for Ministers and the people of Scotland.The roles will suit candidates who enjoy working in a challenging, fast-paced, and dynamic environment.Main duties:Supporting the smooth running of the Scottish Government Executive Team meetings by:- Managing calendar invites – ensuring the correct people have the information they require in a timely manner.- Managing the ETSGO mailbox – dealing with emails quickly and accurately, in line with priorities and to tight deadlines.- Building strong relationships within the team and wider division, with Director General Offices and across the organisation.- Providing logistical support for meetings whether hybrid, remote or in-person.- Supporting the commissioning of papers for meetings, ensuring information is retained in line with relevant information management practices.- Maintaining an accurate record of Executive Team meeting actions, and ensuring progress is monitored and documented.This role will also support the effective operation of the Executive Team Strategic Governance Office by offering administrative support to the Deputy Director and management team.The post is based at St Andrews House, Edinburgh. The division adopts the Scottish Government hybrid working policy and principles, where arrangements are agreed locally. Attendance will be required in office several times a week to carry out certain duties, otherwise the post will combine with working from home.Essential criteria- Proven planning and organisational skills including the ability to balance competing demands within a fast-paced environment.- Excellent written and verbal communication skills, with strong attention to detail.- Good interpersonal, networking and team-working skills with the ability to engage confidently with people/stakeholders at all levels.- Self-starter who can work on their own initiative while managing their workload in a flexible manner.Competencies- Self-Awareness- Teamwork- Communications and Engagement- Customer ServiceRelevant experience of supporting senior decision making or governance arrangements would be very beneficial, preferably in a government or a public service environment.Previous experience of working in the Scottish Government or an understanding of how it is structured and operates would also be desirable.Anticipated start date is 8th July 2024 . Off payroll working rules are anticipated to apply to this post.