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Administration Support Officer

This job is closed and is displayed for reference only. 

Job summary

Modern Apprenticeship - £20,864 - £23,032
Around 37.00 per week
Closing Date
21 October 2021 at midnight
Employment Type
Permanent Employee

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.

This is a unique opportunity to work across Scottish Government, supporting policy areas to plan, prepare for and respond to significant risks and issues facing Scotland. Organisational Readiness Directorate sits at the heart of the Scottish Government and having been heavily involved in supporting the preparations and response to leaving the EU and the response to COVID, we are now broadening out that role to bring in new and emerging concurrent and cross-cutting issues.

An exciting opportunity has arisen to support the Directorate Organisational Readiness which is part of DG Constitutional and External Affairs. This post will be responsible for providing administrative support to a wide range of policy teams and this role will require the colleague to form effective relationships both within the DG.

You will be expected to work in a fast paced and evolving environment, supporting a growing Directorate. You will be tasked with providing administrative support across the Directorate in a range of different regular and Ad Hoc tasks to ensure the Business Management unit is effective.

Main Duties
• Provide direct day to day support to the Directorate by working with multiple teams providing a range of admin support tasks.
• Make regular and one off payments on behalf of the Directorate either through a Scottish Government EPC card or through the EASEbuy system.
• Organise divisional meetings and events such as Divisional Sessions and virtual team meetings.
• Be the main Information Management Support Officer for the directorate in eRDM, which includes tasks such as managing Ad Hoc groups.
• Looking after divisional rota's such as Weekend on Call. Schedule and distribute the weekend On Call rota making sure that it suits all colleagues and provides suitable cover each weekend.
• Issuing agenda and papers for weekly Team Leaders meeting and follow up action points.
• Maintain up-to-date divisional documents (staff organogram /annual leave sheets etc.) in eRDM.
• Maintain records of equipment within the Directorate e.g. Laptops, mobile phones.
• Ad hoc duties in the division, meeting requests, occasional monitoring of Director's mailbox.

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. Organisational skills with the ability to prioritise and plan workload, often working under pressure and to tight deadlines.
2. Ability to work well in a team with a good attitude towards learning.
3. Communicate with internal and external stakeholders effectively.
4. The willingness to learn a variety of IT systems.

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 UK
• nationals of the Republic of Ireland
• nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS) (www.gov.uk/settled-status-eu-citizens-families)
• 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

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 Jamie Wilson via email at jamie.wilson@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.


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