Leadership Group Support Assistant

4 months ago

Edinburgh, United Kingdom Audit Scotland Full time

Are you an enthusiastic self-starter with a passion for adding value through delivering outstanding support? If so, we have an exciting opportunity to join Audit Scotland as a Leadership Group Support Assistant. In this role, you will support the organisation to deliver strategic objectives in our aim to make Scotland a better place.

**Overall purpose of the role**

You will assist the Leadership Group Support Team of Audit Scotland to help support the senior leaders to make best use of their time so they can focus on delivery of their strategic objectives and priorities. You enjoy working on different priorities at the same time and pro-actively supporting the organisation to achieve its goals.

You put to good use your administration, prioritising and communication skills to fit in urgent business to pro-actively support the Leadership Group Support Team and the organisation to achieve its goals

**What you will be doing**

As one of our valued team members, you’ll be doing the following to provide a high standard of support to the organisation which will help meet the organisation’s objectives:

- Providing integral support to the Leadership Group Support team to help with the planning, scheduling and administration of group meetings, larger Leadership Group events and workshops, drawing on your event organisation skills
- Annual planning of meetings, events and business for the Leadership Group Support Team.
- Provide proactive holiday cover for the Leadership Group Support Team by supporting their Directors and the team mailbox for support requests.
- Ownership of the Leadership Group Support Team Sharepoint site and upkeep of team documents, working in collaboration with the other BSS Teams.
- Other tasks requested by the Leadership Group Support Team; including typing meeting notes, monitoring action trackers, meeting planning, booking conferences and organising travel for Leadership Group to maximise the time leaders have.
- Supporting the Executive Officer to deliver day to day tasks for the AGS and COO. Including diary management, inbox screening, meeting pack preparation, tracking corporate actions and project key milestones.
- Liasing with internal and external stakeholders, always a positive representative of the Leadership Group Support Team to develop effective working relationships and deliver your work.
- Support the weekly administration process for the Scottish Parliament Public Audit Committee, including collating and submission of papers, tracking correspondence and outstanding business
- Support for the Forum Support Co-ordinator at periods where multiple committees fall in a short period of time, including: formatting papers, meeting logistics, paper issue and monitoring of mailboxes.
- Act as a secretariat for working groups and committees across all Audit Scotland as required. Supporting group planning, agenda and supporting information, meeting logistics, minutes and action tracking to ensure forums operate smoothly and effectively.
- Help to prepare/edit/format reports and documents ensuring materials meet quality standards.
- Ability to proactively identify opportunities to improve processes and resolve situations.
- Responsible for maintaining complete and accurate electronic files.
- Deal with a range of confidential information with GDPR.
- Participate in working groups or corporate projects to deliver outcomes for the organisation.
- You are devoted to your own personal development.
- You will work flexibly to ensure the support requirements of the organisation are met. This may mean providing ad hoc support for other teams or may require some work out with normal office hours on occasion if required.

Knowledge and experience
- You will be able to demonstrate experience of working within an administration, secretarial or personal assistant role and looking to develop your Executive Assistant skills.
- You have some experience and confident in the use of O365 Microsoft packages and a working knowledge of SharePoint, Teams and have an up to date working knowledge of AV and smart technology.
- You will have a good standard of education or some administration qualification.
- You may have worked in the public, private or ‘third’ sectors and you can share your knowledge and forward-thinking ideas on how you can make a difference in improving services and delivering excellent customer service.
- Some experience of diary management and planning.
- Excellent written and verbal communication, assertiveness, organisational, planning and administrative skills
- Ability to effectively prioritise a varied workload and balance priorities
- Able to work under pressure to deliver tight deadlines if required
- You plan in meticulous detail visualising the end outcome while always maintaining flexibility to deal with those last minute ‘urgent’ issues that arise.
- You have an awareness of corporate governance and follow guidance to ensure the business operates effectively.
- Some

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