Personal Assistant to The Deputy Chief Executive

5 months ago

Aberdeen, United Kingdom Scottish Government Full time

Overview:
**Are you a good communicator with a great eye for detail, who can demonstrate strong planning and organisation skills?**

The Personal Assistant (PA) is part of the Private Office team, which provides support to the Strategic Leadership Team and Board and manages our responsibilities with respect to Freedom of Information, Complaints Handling, and Ministerial correspondence.

You will be line managed by the Private Secretary to the Chief Executive.

This is a hybrid working role with your attendance at Pilgrim House, Aberdeen required based on departmental needs. However no fixed weekly attendance is currently in place.

The post is full time based on 37 hours per week with flexible working hours in a band between 07:00 - 19:00 (Monday to Friday).

**Responsibilities**:

- Making decisions on prioritisation of correspondence and meeting requests identifying and flagging urgent issues to the DCEO or, in their absence or if they are occupied, taking decisions on the most appropriate person to refer them to, giving due regard to security classifications and sensitivity, ensuring that they are followed up in a timely manner.

**Diary Management**:

- Actively manage the DCEO diary in an efficient and timely manner, prioritising internal and external meeting requests in order to make the best use of the DCEO time, including making decisions on attendance/location/appropriate delegation in the absence of the DCEO.
- Planning internal and external meetings, visits across Scotland, the UK and overseas, and attendance at speaking events, receptions, etc. and making decisions/recommendations on cost effective travel and accommodation ensuring that budget limits and value for money are taken into account and that any travel/accommodation is booked for the DCEO and records of expenditure are maintained.
- Plan, organise and co-ordinate events and meetings, liaising with senior internal and external stakeholders (e.g. Branch Heads/Chairs/CE/Director of industry representative organisations, contractors) as required, building agendas, preparing, collating and circulating meeting papers, attending meetings and taking accurate minutes of what may be technical discussions. Provide secretariat support to any meetings that the DCEO Chairs/attends which will include minuting sensitive meetings with stakeholders.
- Ensuring that the DCEO is fully prepared for meetings and events, by proactively identifying where briefing/speaking notes are required and commissioning information from officials, liaising with officials to ensure briefings/speeches/presentations are produced in good time, and collating briefing packs.
- Support DCEO to fulfil their line management duties, for example by organising annual appraisals and monthly conversations, maintaining confidentiality.
- Manage and control the DCEO expenses, claims, and reconciliation of Electronic Procurement Card expenditure.

**Wider Directorate Support**:
- Develop and maintain an understanding of the strategic context in which the DCEO operates, and develop and maintain strong working relationships with key contacts at all levels both internally and externally.

**Competencies**

Communication & Engagement

Analysis and Use of Evidence

Self-awareness

Improving Performance

Essential Criteria & Qualifications:
1. Proven planning and organisational skills including the ability to balance competing demands.

2. Good oral and written communication skills with the ability to take accurate notes of meetings.

3. Good interpersonal and team-working skills with the ability to engage confidently with people at all levels.

4. Self-starter who can work on their own initiative.

**Qualifications**

No specific qualifications required for this post.

**Provisional Interview Dates**

To be confirmed.

**Additional Information**

**How To Apply**

For further information on this vacancy please download and review the “Person Specification” which you will find below.

**Person Specification Band B**

To learn more about this opportunity, please contact

**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**

**As part of any recruitment process, Scottish Government and associated public bodies collects and processes personal data relating to job applicants and applicants for public appointments.**

**Personal information you provide in the recruitment process will be made available to Scottish Government and our additional data processors.

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