Business management is a critical function within Transport Scotland - it provides the structure, insight and strategic direction that enables our organisation to operate efficiently, adapt to change and deliver exceptional results. By connecting people, processes, resources and priorities, business management ensures that day-to-day operations align with long-term goals and that informed decisions are made at every level.
There are four posts across directorates in Transport Scotland.
The business management function within Transport Scotland has recently undergone a review and a new structure has been determined. Business management will continue to be embedded within each directorate, providing support to deputy directors covering all TS directorates. In order to achieve greater efficiency, consistency and resilience, the Business Managers will be managed by a B3 Senior Business Manager role which will sit within Corporate Services and be managed by the Head of Corporate Services.
The business management service will include personal assistant roles currently offered to each deputy director.
The business manager role will directly manage the PA. The Senior Business Manager will have countersigning responsibility for the PA roles.
Support the Director with assurance & business planning
Support the Director to provide evidence for all aspects of the Certificates of Assurance.
Provide support to the Director on the Directorate business plan, ensuring updates are made in accordance with deadlines and reviewed and approved by Director.
Manage Directorate people survey response; design, develop and champion people improvement initiatives.
Support the Directorate in business continuity plan, information management, desk and display screen equipment, equality and diversity, the Directorate learning approach and compliance with mandatory training.
Provide support to Director in relation to Business Planning meetings including risk and the assurance cycle.
Contribute to TS business improvement initiatives as required.
Ensure equipment is in place for new starts as well as supporting the line manager with other adjustments for people’s needs.
Providing support to the Director to enable effective Directorate management and communication
Have processes in place to ensure the Director and / or Directorate business management email is continually monitored and all requests are distributed and actioned within respective timescales.
Oversee inbox management, acting as an intelligent filter providing timely preparation and summaries of emails, papers, advice and guidance to the Director, highlighting issues and taking appropriate strategic/thinking action on their behalf.
Oversight on all Directorate wide commissions, delegating and allocating to appropriate persons and within the respective timescales.
Highlight issues relevant to Directorate (corporate, finance, strategic) Unit Heads in accordance with local Directorate management meetings/ channels.
Lead, monitoring and seek ways to improve Directorate business relating to government activity (FoI, PQs and Correspondence) ensuring cases are on track to issue, or if not escalating or offering advice as appropriate and ensuring compliant with erdm storing and retrieval policy.
Assess FOIs, Micases and PQs for common themes monthly and raise with Team Head
Building, maintain and foster open, positive working relationships, engaging confidently with all TS colleagues and other key stakeholders.
Support the delivery of Directorate preferred communication channels such as directorate management meetings, calls, newsletters and development days.
Actively participate in and contribute to the Transport Scotland Business Managers Network.
Support Directorate with resource and workforce planning and recruitment
Keep directorate resource management planner up to date and co-ordinate wider workforce planning work including budgeting.
Promote good practices in discretionary non-pay related spend such as travel and training, ensuring there is a supporting business case (or equivalent) and Director approval.
Regularly discuss vacancies/staff moves with line managers, Unit Heads and provide advice to DD. Seek advice from TS HR on recruitment queries as required;
Take responsibility for ensuring appropriate authorisation is in place for recruitment including assisting line managers & Unit Heads, DD in line with the TS resourcing Committee approval process, adhering to deadlines;
Assist the TS workforce and resource planning activity in conjunction with FCS colleagues. Including maintaining directorate organisational chart, staff information etc.
Support line managers to induct staff into Directorate and develop Directorate induction materials in collaboration with Team Heads.
Manage the PA (or BM Support) for the Directorate ensuring that the relevant processes are effective (To include director’s diary, meeting attendance (papers, minutes), purchase orders, IT requests, travel arrangements and hospitality)
Hold monthly conversations (including objective setting/PLP), in-year and end-year reviews on time which will include a wellbeing and learning and development discussion.
Put in place a structured PLP to build their knowledge, skills and experience to enable them to achieve their objectives and gain a better understanding of the work of the division, Directorate and wider Scottish Government.
Ensure absence management procedures are followed correctly including conducting return to work interviews as soon as practical, signposting sources of support as required, and liaise with TS HR where appropriate.
Cover PA role for short periods when absent and ensure appropriate support is in place for them during periods of absence.
Working pattern
This role is a permanent level transfer position.
Applications for this position will only be accepted from substantive B2 employees.
Please submit a statement outlining your suitability for the role, relevant skills and experience, and what you would bring to the team (maximum 500 words).
Selection Process
All candidates will be invited to an informal discussion with the Hiring Manager.
Informal discussion dates tbc.
Further Information
If you have specific questions about the role, please contact julie.wallace@transport.gov.scot
Read our Candidate Guide for further information on our recruitment and application processes.
The devolved government for Scotland is responsible for matters that are devolved from Westminster. Areas of responsibility include the economy, health, education, justice, rural affairs, environment, and transport.
