Executive Assistant inEdinburgh inEdinburgh PUBLISHED 13 JUN 2024

Overview



Do you have excellent communication skills and can demonstrate robust planning, financial awareness and organisation skills, while prioritising workloads to meet deadlines?    


If the answers to the above are yes, then Executive Assistant to the Director and four Deputy Directors (DDs) may be the opportunity you are looking for. 

This is an interesting and highly varied post in the Business Support Team (BST) at the Office of the Advocate General (OAG), Edinburgh.

OAG provides legal services to the UK Government in Scotland. The office provides Scots law advice to UK government departments; acts for UK Ministers and departments in the Scottish courts and tribunals and provides support to the Advocate General in the performance of his statutory functions under the Scotland Act.

The BST supports approximately 40 solicitors across three Divisions and is made up of eight members of staff - the Business Manager , Senior IT Engineer, Assistant Business Manager , IT Engineer, 2 Executive Assistants, and 2 Administrative Officers.

As part of the BST, you will be expected to assist with team tasks where possible, with priority given to tasks related to Director/DD support.


Responsibilities

• Manage the Director’s diary by prioritising requests and demands on their time, proactively reviewing and resolving clashes as they occur and ensuring that related meetings happen at the right times to feed into each other.
• Manage the Director’s inbox effectively, ensuring that important emails are flagged for attention and monitored. Provide lighter touch support for Deputy Directors as required.
• Provide secretariat support to meetings as required, including minute taking, organising agendas, commissioning papers and briefings, and supporting with completion of actions.
• Lead on organising events hosted by the Director and Deputy Directors.
• Arrange and book travel, submit expenses claims, and collate and publish related financial and transparency information.
• Monitor shared mailboxes and work as part of a team to ensure all items that come in are allocated and dealt with.
• Print, copy and prepare papers for court in either paper or electronic bundle format using Adobe Pro.
• Open and close electronic files, carrying out electronic filing.
  
  

Competencies


Self - Awareness

Communication and Engagement

Analysis and Use of Evidence

Financial Management


Essential Criteria & Qualifications


There are no specific qualifications required for this post.


Essential Criteria

• Self-starter with the ability to plan and prioritise workloads to meet tight deadlines, managing competing priorities and working flexibly across teams.
• Established interpersonal skills and the ability to work as part of a team, sharing information and communicating effectively with internal and external stakeholders of a range of grades and seniority, building effective working relationships.
• Robust verbal and written communication skills, with a proven track record for producing timely, high-quality work, appropriate for a range of audiences.
• Familiarity with financial system from an operational perspective, with an understanding of financial management principles.
  
  

Additional Information


Provisional Dates :

Interviews w/c 8th July 2024.

Please note these will be on site Queen Elizabeth House, the UK Government Hub situated near Waverley station, Edinburgh.


Location :


The role is based at Queen Elizabeth House, the UK Government Hub situated near Waverley station, Edinburgh. OAG currently operates a hybrid working model.

All staff are expected to attend the office when business needs require and to spend at least 40% of their working time in the office (measured over a 4-week period).


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. 


Further Information


For further information on the post please contact Business Support by email at


How To Apply


To apply please fully complete the application and submit evidence-based examples to demonstrate your knowledge/skills (300 words). Remember, your answers should be clear, concise and reflect what actions you undertook. You may want to use the STAR(R) approach to respond to each criterion.


The Scottish Government is a diverse and inclusive workplace and we want to help you demonstrate your full potential whatever type of assessment is used. If you require any adjustments to our recruitment process, please let us know via



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