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Administrative Officer

Job summary

Modern Apprenticeship - £20,064 - £22,232
Around 37.00 per week
Closing Date
24 May 2021 at midnight
Employment Type
Modern Apprenticeship

The recruitment of Modern Apprentices is a fair, open and merit based process (16+) and with permanence from the start of the apprenticeship. Candidates with a disability who meet the essential criteria below will be invited to the interview.

You will be expected to carry out a wide range of administrative duties for the Social Security Analysis, Forecasting and Evaluation (SSAFE) unit in the Communities Analysis Division (within Housing and Social Justice Directorate). This is a busy and varied role with lots of opportunities to develop professional and personal skills and experience. The work focusses on providing support to the Experience Panels project, including arranging events, managing correspondence, attending events and administering the budget. The post sits within the Social Security Analysis, Forecasting and Evaluation (SSAFE) unit and some administrative support for the wider unit will also be required.

This role is an exciting opportunity to be involved in work to help shape the new social security system in Scotland. You will be working to support a team of researchers to hear directly from people who have experience of the benefits system about their needs of the new system in Scotland.

You will need to have strong planning and organisational skills, and be confident using Microsoft Word, Excel and Outlook. You will need to be able to communicate effectively with a diverse range of people, and committed to treating everyone with fairness, dignity and respect.

Main Duties
The post holder will:
• Work closely with the social security researchers to ensure Experience Panel members correspondence are responded to in a timely manner.
• Support the administration of Experience Panel research with panel members including managing a database of panel members and keeping this up to date.
• Scheduling in research with panel members across Scotland, including the logistics for remote research activities (video calls or phone interviews). Once COVID-19 restrictions are lifted this will also include identifying and booking venues, arranging catering and travel for staff, administering panel member expenses claims.
• Administer email and postal correspondence to Experience Panel members.
• Be the first point of contact for internal and external enquiries, including day to day co-ordination of the Social Security Experience Panels mail box with the helpline.
• Support the Experience Panels working group. This will include setting up meetings and the preparation, collation and issue of relevant papers, managing meeting arrangements and liaison with members.
• Raise purchase orders, process invoices for branch and keep record of the spend.
• Ensure that any necessary finance related paperwork is correctly filed and stored in line with corporate guidance.
• Provide ad-hoc administrative support to the wider SSAFE unit when required.

Throughout the first 12 months the candidate will be expected to gain a relevant SVQ qualification in Business Administration. Support will be provided by a qualified assessor who will work with the successful candidate on a monthly basis. Time will be given to work on your qualification, this includes delivering 2 presentations.

Essential Criteria
Please read each of the essential criteria and think about a time or an example that can help demonstrate your knowledge/skills.

1. Good IT skills, particularly using Microsoft Office packages, i.e. Excel, Word.
2. Excellent administration and organisational skills with the ability to be proactive and to prioritise and plan workload, working to deadlines.
3. Ability to work as part of a team, sharing information and ideas and communicating with both internal and external contacts, and to work autonomously to take forward specific tasks.
4. Good written and verbal communication skills and confidence in dealing with a wide range of people at all levels.

Important Information Regarding Interviews
In recognition of the Scottish Government's ongoing measures and guidance in its response to Covid-19 (Coronavirus), we would like to advise applicants that a decision has been taken that all interviews must be conducted in a virtual/remote setting.

In order to facilitate this new way of working, we are asking all applicants to ensure that they have a suitable space to complete the virtual interview. In addition, a personal device of choice, which has the interview application downloaded. This could be MS Teams or Webex for example. This will allow candidates to undertake the interview/assessment if selected. We are also asking you to ensure that your personal Wi-Fi/Broadband capacity will be sufficient to carry both audio and video feeds. This will then ensure that there are no issues incurred during the interview.

Nationality requirements
This job is broadly open to the following groups:
• UK nationals
• nationals of Commonwealth countries who have the right to work in the UKs
• nationals of the Republic of Ireland
• nationals from the EU, EEA or Switzerland with (or eligible for) status under the European Union Settlement Scheme (EUSS)
• relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
• relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
• certain family members of the relevant EU, EEA, Swiss or Turkish nationals

We strongly urge that EU nationals who may not have Settled or Pre-Settled Status make an application before 30 June 2021, to ensure their continued eligibility to employment.

Further Information
For further information on this vacancy please download and review the "Person Specification and Further Information for Job Applicants" which you will find below. To apply, please complete the online application form. To learn more about this opportunity, please contact Julie Guy at julie.guy@gov.scot.

If you experience any difficulties accessing our website or completing the online application form, please contact the Resourcing Team via recruitment@gov.scot.

Apply for this job

You should read each of the Essential Criteria and think about a time or an example that can help demonstrate your knowledge/skills. Remember, this must be evidence based and your answers should be clear, concise and reflect what actions you undertook. You may want to use the STAR(R) approach to respond to each criterion.

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