Business Administration Support Officers

3 weeks ago

Edinburgh, United Kingdom Registers of Scotland Full time

**Role Purpose**

These roles provide comprehensive support to various head of functions and their C1 and SEO managers. There are a number of roles available, and these will be in one of the following areas:

- **Finance**_
The RoS finance team covers a range of core finance functions including transactions, credit control, systems, finance business partnering, financial modelling and financial accounting. We provide technical and strategic financial advice and guidance to all business areas and governance groups. We are responsible for delivering the annual accounts, audit assurance and providing regular corporate reporting to support decision making. Our team has a strong focus on cross training across the team to improve resilience and we support each other through regular team check-ins and meetings both face to face and virtually.
- **Product & Business Analysis**_
The Product & Business Analysis community at RoS works across our organisation to deliver outcomes in support of the RoS strategic objectives. This means you’ll find colleagues delivering change in HR and Finance teams as well as areas specific to an organisation responsible for national datasets relating to land and property information, such as our Mapping and Land Registration teams. Our community has a shared emphasis on learning via our communities of practice; growing our networks via industry events and conferences; and space to celebrate our successes and try new ideas.
- **Delivery**_
The Delivery Directorate within RoS is made up of our Programme Office, Agile Coaches and Geovation/Innovation. Colleagues across the directorate work with Internal and External stakeholders to ensure successful delivery of projects and digital delivery, support the creation of high performing teams, champion continuous improvement and support innovation in prop/geo tech through our Geovation accelerators. The teams are focused on delivering the strategic outcomes through solving the right problems and delivering value internally and externally.
- **Secretariat**_
The Secretariat function provides a unique insight into the decisions and activities that underpin business decisions at RoS. We provide a comprehensive and confidential Executive Assistant support to Directors (including diary and mailbox management) and act as Secretaries to the various RoS Governance Groups (planning and minuting). Our function engage with a variety of internal and external stakeholders and manage high-level correspondence from MSPS, Parliament, and other key contacts. Training and development within the role is supported in-team, with regular group meetings and 1-to-1s. Whilst a structured and focussed role, no two days are the same

**Main Duties/Tasks**
- Providing executive support and assistance to heads of function, including:

- Providing a comprehensive executive support service including meeting arrangements, diary management, minute taking, compiling agendas and follow up actions etc.
- Mailbox management
- Act as Budget Liaison Officer for the department (if required)
- Manage contracts and supplier relationships
- Provide administration support for escalated complaints
- Planning and arranging meetings
- Tracking and delegating tasks, ensuring all deadlines are met
- Preparation of materials and presentations
- Maintain department pages on the intranet, internet and internal materials such as team organigram/structure chart
- Act as a liaison between head of functions and the wider business
- Arrange purchase orders using our internal system (PECOS) as and when required
- Comply with GPC spend and authorisation process within relevant budget codes
- Familiarisation of RoS policy and procedures to support head of functions
- Arrange and support facilitation of team events
- Provide support in setting up and managing the team holiday planner
- Provide support with the team Learning Needs Plan and assisting with the booking of training
- Provide support with joiners and leavers
- Help manage centralised team mailboxes and calendars

**Essential Criteria**
- **Demonstrating Commitment and Drive**_
The ability to work to tight deadlines ensuring outcomes are delivered on time and to required standard. Ability to horizon-scan and take initiative when appropriate.
- **Delivering a Quality Service**_
Flexible and self-motivated with the ability to prioritise and manage a range of tasks with minimum guidance, recognising any potential difficulties and dealing with these appropriately.
- **Leading and Communicating**_
Excellent communication skills, both orally and in writing, adapting style of communication to meet various stakeholder requirements.
- **Collaborating and Partnering**_
Builds trusting relationships across teams and hierarchies, acting with tact and discretion when handling confidential information.
- **Analysis and Making Effective Decisions**_
Acting as the first point of contact for business area. Seeking out relevant information for drafting appropr

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