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Administrative Officer

This job is closed and is displayed for reference only. 

Job summary

£20064 - £22232
Around 37.00 per week
Closing Date
07 October 2020 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.

We are currently seeking applications for professional administrative officers within the Business Division of the Scottish Government Legal Directorate. The post-holder will be part of a team of 6 X A3 professional administrative officers.

The post holder will be joining our newly integrated professional support teams in to a single directorate wide business support team. The team provide support to 180 solicitors across the directorate. This is an interesting, varied and challenging position with the opportunity to develop new skills in a highly active legal area. SGLD offer a range of development opportunities including in-house training and attendance at other courses with corporate learning.

The Business Division in SGLD is working towards delivering a new and improved directorate wide modern and effective support function that ensures that all of the solicitors we work with receive the high quality support they need. We are looking for staff to build a resilient, professional and modern support team that develops and enhances the support we currently offer as well as creating opportunities to develop the team and their skills. You will have a chance to contribute your views and ideas on what a moderns support service could offer.

As well as providing support to our advisory divisions the team also provide professional support to our litigation divisions so there will be opportunities to observe the courts in action and to assist the four Litigation Clerks with court preparations, working closely with solicitors and counsel.

Main Duties
• Ensuring physical court filing is kept up to date; scanning and photocopying of court authorities (legislation and reports of previous cases) and other documents as well as liaising with library staff and the solicitors in the division to obtain those authorities; making up and indexing sets of papers for counsel and for court; and ad hoc admin duties as required, including deliveries to court and counsel.
• Deal with large printing and binding tasks for court preparation often to challenging deadlines.
• Divisional IMSO and workgroup Administration for eRDM Connect to assist in setting up and managing membership of our workgroups to allow efficient sharing of documents electronically.
• Assist staff with the new eRMD browser by training, buddying or shadowing colleagues as required.
• Assisting with bulk eRDM record management tasks when electronic correspondence volumes demand.
• Manage the directorate stationery to ensure that bulk orders are placed at the correct time to ensure the directorate stationery is there when needed.
• Assist our solicitors to book / manage travel and accommodation requests as required.
• Assist our staff with Microsoft products such as Outlook, Word, Excel, OneNote etc.
• Deal confidently with staff of all levels within and out with the Scottish Government in person and on the telephone.
• Provide ad-hoc administrative support to the wider team when required for example order bulk train, taxi and bus tickets.

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 interpersonal skills with an ability to communicate effectively.
2. Good knowledge and understanding of Outlook and Microsoft Office applications such as Word, Excel, Outlook.
3. Ability to work well as part of team working flexibly across a number of different tasks.
4. Proven organisational and time management skills, including the ability to balance competing demands and use initiative

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 Skype for Business application downloaded.  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.

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 Michael Devlin who can be reached at michael.devlin@gov.scot.

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

Further information for this job


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