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Secretariat and Business Support Officer

Job details
Posting date: 31 July 2025
Salary: £28,710 to £29,810 per year
Hours: Full time
Closing date: 14 August 2025
Location: Ayr
Company: Government Recruitment Service
Job type: Permanent
Job reference: 418389/1

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Summary

Do you want to apply your communication and problem-solving skills in a role that provides variety and flexibility?    

Are you highly organised?  

Can you work on your own initiative as well as working within a team?  

If so, we would love to hear from you.

APHA is a brilliant place to work where our people feel valued, have a voice and can be their authentic selves. We value difference and diversity, not only because we believe it is the right thing to do, but because it will help us be more innovative and make better decisions.

We are dedicated to being an inclusive employer, offering equitable opportunities for all individuals. Our goal is to build a diverse workforce, and we hope to attract applications from all backgrounds and underrepresented groups. 

As a Secretariat and Business Support Officer, you will have a strategic overview of the Head of Field Delivery (HoFD) Scotland role to enable and assist the HoFD with diary management, overseeing emails, planning profiled meetings, coordinating weekly, monthly and quarterly meetings as well as taking notes and circulating minutes.

Working closely with the Senior Leadership Management Team, you will act as the point of contact between Scotland Field Services, Operational Partners and stakeholders.

The main responsibilities of the role include, but are not limited to:

Diary Management

  • Coordinate and manage the Head of Field Delivery’s (HoFD) diary.

  • Prioritise meetings, resolve scheduling conflicts, and arrange logistics.

  • Liaise with internal and external stakeholders.

Documentation and Meeting Support

  • Prepare agendas, take notes, and track action points.

  • Ensure timely distribution of briefings and reports.

  • Handle sensitive documents securely (e.g., via SharePoint).

Mailbox Management

  • Triage HoFD’s emails, prioritise urgent matters.

  • Manage Secretariat mailbox and respond in line with policy.

  • Handle complaints and sensitive information appropriately.

One Scotland and Team Support

  • Support strategic meetings (e.g., Scotland’s Animal Disease Group).

  • Provide cover during team absences to ensure continuity.

  • Promote process improvements and share best practices.

Emergency Response

  • Adapt to emergency situations and provide flexible support.

  • Administer the Scotland CDCC Outbreak Mailbox efficiently.

Proud member of the Disability Confident employer scheme

Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.

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