Personal Assistant
Personal Assistant
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Job Description
Job Description
Are you well organised with an eye for detail and excellent interpersonal skills
Transport Scotland is the national transport agency for Scotland and is accountable to Parliament and the public through Scottish Ministers with a budget of around 3.5 billion per year. Transport is a vital feature of the Scottish Governments focus on increasing sustainable economic growth and transport investments and policies have major impacts on the economy people and the environment.
We are currently recruiting for a Personal Assistant (this role) to work in the Environment Climate and Sustainability Directorate Business Support Team. You will report to the B2 Business Manager.
The Environment Climate and Sustainability (ECS) Directorate exists to work with colleagues across Transport Scotland and beyond to remove the greenhouse gases from the transport system adapt the transport system to the impacts of climate change create a just transition to net zero and support environmental improvements to Scotland. ECS is a centre of excellence within Transport Scotland on matters relating to environment and climate change. We are a friendly diverse and high achieving team focussed on the art of the possible. We focus on tackling some of Scotlands biggest challenges and turning them into opportunities.
The main role of the Personal Assistant is to work closely with the Director Business Manager and Senior Management Team (SMT) and build strong relationships with staff across the Directorate to help deliver a professional and efficient administrative support service
Responsibilities
- Proactive diary and inbox management and travel booking to the Director.Specifically proactively manage diaries to ensure that the Directors time is managed in a planned and thoughtful way. This includes organising logistical arrangements travel and preparing papers as well as ensuring regular contact with the CEO senior management team directorate colleagues stakeholders and Ministers; ensuring that contact is prioritised so that time is appropriately allocated to priorities at any point and the longerterm focus is maintained. Ensure the smooth and efficient flow of emails from the Directors inbox. Specific mailbox management including handling emails directly; coordinating responses from unit heads and team leaders as required and ensuring urgent queries are dealt with and deadlines met.
- Ensuring efficient back of house services working across enabling functions
- Providing efficient effective and proactive support to a team
- Organising and preparing meetings and events prioritising tasks and coordinating activity
- Contribute to the effective running of the Directorate Business Management Team including advising on and implementing improvements to Directorate business processes
- Provide general administrative support to the Directorate including supporting other Admin staff.
- Process Purchase Orders for equipment for the directorate maintaining a database of equipment colleagues hold.
- Deputise for the Business Manager and take forward ad hoc administrative tasks when required.
Responsibilities
Success Profile
Technical / Professional Skills:
- Data and Insight (Level A)
Behaviours:
- Communicating and Influencing
- Working Together
- Managing a Quality Service
- Delivering at Pace
You can find out more about Success Profiles Behaviours here:Behaviour levels Success profiles: candidate guide gov.scot
How to apply
Assessments are scheduled for w/c 7th April however this may be subject to change.
Qualifications
Transport Scotland is the national transport agency seeking to deliver a safe efficient costeffective and sustainable transport system for the benefit of the people of Scotland. Transport Scotland is accountable to Parliament and the public through Scottish Ministers with a budget of around 3.9 billion per year. Transport is a vital feature of the Scottish Governments focus on increasing sustainable economic growth and transport investments and policies have major impacts on the economy people and the environment.
The Scottish Government is the devolved government for Scotland. We have responsibility for a wide range of key policy areas including: education health the economy justice housing and transport. We offer rewarding careers and employ people across Scotland in a wide range of professions and roles.
Our staff are part of theUK Civil Service working for Ministers and senior stakeholders to deliver vital public services which improve the lives of the people of Scotland.
We offer a supportive and inclusive working environment along with a wide range of employee benefits. Find out more aboutwhat we offer.
As part of the UK Civil Service we uphold theCivil Service Nationality Rules.
Working Pattern
Our standard hours are 35 hours per week. We offer a range of flexible and hybrid working options depending on the needs of the role. If you have specific questions about the role you are applying for please contact us.
Equality Statement
We are committed to equality and inclusion and we aim to recruit a diverse workforce that reflects the population of our nation.
Find out more about our commitment todiversityand how we offer and supportrecruitment adjustmentsfor anyone who needs them.
Further information
Find out more about our organisation what we offer staff members and how to apply on ourCareers Website.
Read ourCandidate Guidefor further information on our recruitment and application processes.
If you require any further information on the post please contact Sarah Melville
Minimum Time in Post
You will be expected to remain in post for a minimum of three years unless successful at gaining promotion to a higher Band or Grade.
In the event that further posts are required a reserve list of successful candidates will be kept for up to 12 months.
You must discuss your intention to apply with your current line manager to help ensure release dates can be agreed.
Location
This post is based inGlasgow or Edinburgh with hybrid working in line with current Transport Scotland policies. You will be expected to be office based twice per week pro rata.
The post is a full time role but staff with different working patterns are invited to apply and we will assess proposed working patterns against the business requirements for this post.
Employment Type
Full Time
