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Policy, Communications and Public Affairs Support Officer

3 months ago

Edinburgh, United Kingdom Colleges Scotland Full time

Colleges Scotland

Policy, Communications and Public Affairs Support Officer (Permanent)

1.0 FTE/35 hours per week

Salary up to £30, from 1st September + 46 days annual leave

An exciting opportunity exists to join Colleges Scotland. You will be responsible for providing wide-ranging administration, planning, and coordination support to staff within Colleges Scotland’s Policy, Communications, and Public Affairs teams and associated projects. This will require the postholder to work with confidential and sensitive information while effectively managing competing demands for their time.

Main Duties and Responsibilities

Policy, Communications, and Public Affairs Support

· Create, develop, and maintain effective administration, coordination, and planning processes to support the team's work and review on an ongoing basis.

· Use effective administration processes to ensure work is continually produced to the agreed standard including the design and preparation of document templates.

· Provide one-to-one administrative support to:

o ensure all communications and materials adhere to the agreed House Style

o provide proactive email/diary management and schedule meetings with various stakeholders

o create and issue accurate agendas/papers

o accurately record, transcribe key points/actions, and distribute minutes, and disseminate decisions to those required to implement them

o issue reports and policy decision papers

o organise travel/accommodation

o process credit card expenses

o collate and review internal expense claim forms and file in appropriate finance files.

· Proactively gather information and prepare emails, presentations, reports, and briefings.

· Ensure quality by proofreading documents and papers.

· Compile action logs and preparing activity reports.

· Provide administrative, coordination, and planning support for specialist/one-off tasks and projects.

· Organise in-person and virtual events/meetings with multiple attendees.

· Communicate with staff, external customers, and stakeholders on behalf of the team.

· Contribute to team meetings and support with agreed actions from meetings.

· Assist team members in developing and implementing internal protocols.

· Assist with organising the annual Parliamentary Reception and Stakeholder engagement events and attend and give support to external events as required.

· Provide cover in the absence of the Chief Executive Officer’s Personal Assistant.

· Ensure the Central Contacts Access Database is updated.

ICT Support

ICT support will include:

· Ensuring all staff have the required ICT equipment.

· Providing support for staff using video conferencing facilities and any training required in this area.

· Providing cover for ICT enquiries and support, including liaising with external contractors.

Website Support

Website support will include:

· Ensuring the Colleges Scotland’s website and social media channels are kept up to date and utilised to best effect.

· Ensuring the Colleges Scotland’s website, which includes members’ logins, is kept updated.

· Provide support to members and stakeholders accessing information on any of Colleges Scotland’s websites and micro-sites.

NB: Colleges Scotland operates a Hybrid Working Policy and whilst this post is based in Stirling, the successful candidate would not necessarily need to be in the office on a full-time basis.

The full Job Description including Person Specification can be found here.