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Business Support Assistant
| Posting date: | 12 August 2024 |
|---|---|
| Hours: | Full time |
| Closing date: | 26 August 2024 |
| Location: | EH54 6GA |
| Remote working: | Hybrid - work remotely up to 4 days per week |
| Company: | Scottish Government |
| Job type: | Permanent |
| Job reference: | 2024 9592 |
Summary
•Providing admin support to key government priorities. Organising, collating, and issuing papers, reports for key meetings. Note taking and updating action logs. Booking meeting rooms in Education Scotland, Scottish Government or external venues when required and as appropriate.
•Organising and managing logistics for online and face to face events. Recording data as requested by the Education Scotland Events Coordinator. Collating and processing data and maintaining corporate databases (e.g. survey and evaluation responses, event attendees and engagement).
•Supporting ad hoc Strategic Business Unit tasks as required. Including monitoring mailboxes and maintaining up to date contact lists of stakeholders. Liaising with colleagues and external stakeholders (e.g. Head of Authority, Headteacher, Chief Education Officers).
•Obtaining quotes for minor purchases and issuing low level contract documentation on behalf of the programme of work. Work with the Procurement team to ensure that processes are followed.
•Raising, tracking, and receipting Purchase Orders. Review and check C2 expenses claim forms before returning to line manager for approval in a timely manner.
•Covering reception duties, including welcoming staff, visitors, and contractors; greeting and directing at reception, by phone, and via a central mailbox. Booking car parking spaces, couriers, and ordering stationery. Maintaining security in line with procedures at reception.
Ensuring visitors and contractors are signed in, provided with health and safety information, issued passes or keys where required, and informing host(s) of arrival(s).
•Covering enquiries mailbox as required. Using existing systems and processes to respond to enquiries received by telephone and email within set deadlines.
•Covering for travel team as required. Using the process to organise travel for colleagues going on inspection, international travel, and other journeys.
Essential Criteria
1. Excellent organisational skills with the ability to manage your workload. Along with using your own initiative to balance competing priorities and ensure deadlines are met.
2. Excellent verbal and written communication skills, with the ability to build good working relationships with both internal and external stakeholders and collaborate effectively.
3. Experience of working within a team in a fast-paced office environment, proficient in the use of Outlook, Word, and Excel IT packages.
4. Ability to collate different forms of data to provide appropriate information to senior management.
•Organising and managing logistics for online and face to face events. Recording data as requested by the Education Scotland Events Coordinator. Collating and processing data and maintaining corporate databases (e.g. survey and evaluation responses, event attendees and engagement).
•Supporting ad hoc Strategic Business Unit tasks as required. Including monitoring mailboxes and maintaining up to date contact lists of stakeholders. Liaising with colleagues and external stakeholders (e.g. Head of Authority, Headteacher, Chief Education Officers).
•Obtaining quotes for minor purchases and issuing low level contract documentation on behalf of the programme of work. Work with the Procurement team to ensure that processes are followed.
•Raising, tracking, and receipting Purchase Orders. Review and check C2 expenses claim forms before returning to line manager for approval in a timely manner.
•Covering reception duties, including welcoming staff, visitors, and contractors; greeting and directing at reception, by phone, and via a central mailbox. Booking car parking spaces, couriers, and ordering stationery. Maintaining security in line with procedures at reception.
Ensuring visitors and contractors are signed in, provided with health and safety information, issued passes or keys where required, and informing host(s) of arrival(s).
•Covering enquiries mailbox as required. Using existing systems and processes to respond to enquiries received by telephone and email within set deadlines.
•Covering for travel team as required. Using the process to organise travel for colleagues going on inspection, international travel, and other journeys.
Essential Criteria
1. Excellent organisational skills with the ability to manage your workload. Along with using your own initiative to balance competing priorities and ensure deadlines are met.
2. Excellent verbal and written communication skills, with the ability to build good working relationships with both internal and external stakeholders and collaborate effectively.
3. Experience of working within a team in a fast-paced office environment, proficient in the use of Outlook, Word, and Excel IT packages.
4. Ability to collate different forms of data to provide appropriate information to senior management.