Executive Support Officer - B1

This opportunity is only open to applicants who are Scottish Government employees, and are currently 'Priority Movers'. Applications from individuals not currently on the Priority Mover list will be rejected and not considered.

Overview

We are looking for a highly organised and proactive individual to provide dedicated executive support to the Deputy Director for Performance and Delivery within the Directorate for the Chief Operating Officer.

The postholder will play a key role in supporting the effective operation of the Deputy Director’s office, managing a busy and competing workload and ensuring that business is effectively prioritised, coordinated and progressed. This will include management of the Deputy Director’s diary and inbox, meeting and engagement coordination, correspondence, commissions and the preparation and collation of briefing material.

Working closely with the Deputy Director and colleagues across Performance and Delivery, the Directorate for the Chief Operating Officer and DG Health and Social Care, the postholder will act as a key point of contact and help ensure that requests, actions and priorities are managed effectively.

The role requires excellent organisational skills, sound judgement and discretion, particularly when handling sensitive information and senior decision making business.

Qualifications

Experience:

• We are looking for a proactive and organised individual with strong communication and interpersonal skills, who can manage competing priorities and build effective working relationships with a range of stakeholders.
• Experience in administration, business support, project coordination, customer service or a similar role would be beneficial. Experience providing executive support, organising meetings, supporting senior leaders, managing correspondence or undertaking secretariat duties would be advantageous but is not essential.
• Proficiency in Microsoft Office applications is expected, and experience of records management systems would be beneficial.

Working pattern

This role is a permanent level transfer position.

How to Apply

Applications for this position will only be accepted from substantive B1 employees.

Please submit a CV and a statement outlining your suitability for the role, relevant skills and experience, and what you would bring to the team (maximum 500 words).

Vacancy closes at 11:59pm

Selection Process

All applications will be invited to an informal discussion with the hiring manager.

Informal discussions are to be confirmed.

Further Information

If you have specific questions about the role, please contact [email protected]

Read our Candidate Guide for further information on our recruitment and application processes.

Responsibilities

Responsibilities:

• Provide dedicated executive support to the Deputy Director, including diary and inbox management and prioritisation of competing demands.
• Act as a key point of contact for internal and external stakeholders, ensuring enquiries and requests are progressed appropriately.
• Coordinate the Deputy Director’s meetings and engagements, including preparation of papers, briefings and follow up actions.
• Manage and track correspondence, commissions and other business requiring the Deputy Director’s input or clearance.
• Support ministerial and senior level business, liaising with colleagues to ensure deadlines and priorities are effectively managed.
• Maintain effective records and systems for managing the Deputy Director’s business in line with Scottish Government information management requirements.
• Line manage an A4 member of staff, providing clear direction, support and oversight of their work.
• Provide flexible support in response to emerging priorities and operational pressures.