Job Description

Skilled Worker sponsorship is not available for this role. As a result, we are unable to appoint candidates who require Skilled Worker sponsorship now or in the future. Applicants must have an existing and ongoing right to work in the UK.

Business area/Directorate: Education Scotland

Location: Glasgow or Livingston

Working Arrangement: Staff in roles compatible with hybrid working should aim to spend 40% of their contracted working time working in person at their contractual workplace. More information can be found within Hybrid Working Policy

Grade: A4

Advert Type: Temporary Promotion or Lateral Transfer

Duration: Up to 12 months

We have an opportunity for 2 x PA’s A4 to join the team on a temporary basis .The role of PA to Strategic Director requires insight into the work of Education Scotland, involving regular contact with the most senior staff within the Agency. The main purpose of the post is to provide effective and high quality one-to-one support to one of the Agency’s Strategic Directors (SD) and support the work of our Leadership Team and undertake a variety of clerical, admin, and decision-making tasks.

Key Responsibilities

• Monitoring and managing the SD’s mailbox, processing incoming and outgoing mail, prioritising information and filtering e-mails, ensuring that items are appropriately allocated, actioned and followed-up.
• Providing telephone support for the SD and liaising with internal and external stakeholders at all levels on their behalf, to ensure that enquiries are managed and correctly routed within Education Scotland.
• Actively managing the SD’s calendar, making decisions on meeting requests as appropriate and providing logistical support, commissioning and organising relevant briefing packs/papers and ensuring daily meeting papers are correct.
• Proactive and forward planning of the SDs time, ensuring urgent matters are identified and highlighted as soon as possible.
• Providing secretariat support at team and stakeholder meetings for the SD, providing logistical support, commissioning and organising relevant briefing packs.
• Obtain relevant management information and reports as and when necessary – dashboard information.
• Co-ordinating all material and support (including travel), for meetings and visits offsite.
• Processing EASEBuy orders and receipting goods and services.
• Managing electronic filing system in accordance with SG guidance.
• Assisting in setting up video conference / telephone conferences and other basic technical assistance.
• Supporting another SD in the absence of their PA in addition to their own substantive responsibilities.
• Building and maintaining excellent working relationships with internal and external stakeholders at all levels.
• Supporting the wider team as required, including supporting the preparation and delivery of events in line with Education Scotland events protocol and guidance.

Success Profiles

Delivering at Pace - Level 1

Working Together - Level 1

Communicating and Influencing - Level 1

You can find out more about Success Profiles Behaviours, here: Behaviour levels - Success profiles: candidate guide

Experience

1. Excellent organisational skills and ability to work using your own initiative.
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 providing administration support to senior leaders.
4. Experience of working in a fast paced office environment, proficient in the use of Outlook.

Working Pattern

This post is a full time role, but we welcome applications from staff with different working patterns, proposed working patterns will be assessed against the business requirements for this post.

Further Information

Further information about this opportunity is available from Elaine.Stevenson@educationscotland.gov.scot

How to Apply

Please submit an Expression of Interest (maximum 500 words) outlining your suitability for the role, relevant skills and experience, and what you would bring to the team. Applications should be sent direct to Elaine.Stevenson@educationscotland.gov.scot

Vacancies close at 11:59pm on Tuesday 2nd June.

Interviews

Interviews TBC

Selection Process

Applications will be reviewed by panel. Shortlisted candidates who are considered to have the skills and experience will be invited to interview with the hiring manager and another panel member. The panel will recommend the candidate considered most suitable for the post.

For any questions relating to your expression of interest please contact Elaine.Stevenson@educationscotland.gov.scot