Executive Assistant

5 months ago

Aberdeen, United Kingdom Blue Arrow Full time

Our client, is looking for an Executive Assistant on a full time, contract basis, based in Aberdeen.

The contract will be for six months.

Although the job title is Executive Officer, this role may not be comparable to other areas of the SG or Government agencies, and requires an experienced administrator who will be required to deal with ministerial correspondence and complaints as well as assisting in a wide variety of tasks across the team including taking minutes of meetings, setting up meeting rooms, assisting and covering other members of the team where required etc.

**Overview of post**

The Executive Officer acts as the central hub for Ministerial submissions, Ministerial and official correspondence, and parliamentary questions. Working with all branches across the organisation to support the Board and the Executive Leadership Team and to fulfil other responsibilities to ensure independence, openness and transparency. The role also supports management of the Board, ELT and Private Office budgets.

The role will also provide Admin support to the FSS Private office including the Board Secretary and the CEO and DCEO Personal Assistants.

The Executive Officer will be line managed by the Board Secretary.

**Main Duties**

Ministerial Correspondence - contact point and co-ordinator for Ministerial correspondence and PQs, proof reading responses and checking for consistency with previous correspondence and PQs, bringing any errors or inconsistencies to the attention of drafting officials, and ensuring responses are dispatched within deadlines.

Ministerial Submissions - maintaining a central record of Ministerial submissions, providing advice on format and circulation lists, drafting and/or submitting information to Ministers as required. publishing on Saltire up to date advice on format and circulation lists for Ministerial submissions

Complaints - maintains a complaints tracker and associated records, ensuring that the minimum requirements for data recording are met, and publishing complaints statistics quarterly, with a parallel performance report for ELT.

Budget Management Support - taking lead responsibility for gathering information on actual, planned and proposed expenditure and entering it on the relevant spreadsheets in time for monthly finance meetings; investigating unexplained items; taking an active part in monthly and other budget
meetings as required; and working with Head of Private Office and Finance colleagues as necessary on budget forecasting.
Staff Authorisations & Revocations - responsible for sending to the Chair or an available Board member for approval. Adding an electronic signature to the document and saving a PDF copy in the electronic filing system.

Finance & Business Committee (FBC) Secretariat - responsible for the organisation of FBC which meets 4 times a year. Ensuring the Forward Plan is up to date, working with the Director of Corporate Services to create the agenda. Seeking approval of all the papers from senior colleagues. Organising the collation of papers ahead of the meeting and saving them on Objective Connect. Taking and producing a minute of the meeting in a timely manner.

Provide PA support to the Chief Executive, and 2 x Deputy Chief Executives in the absence of their PS/PA. This may also involve providing secretariat support to the ELT meetings when the PS is on leave or away on business.

Provide calendar management and Outlook management for the Chief Scientific Advisor, the Head of Governance and Infrastructure and the Director of Policy and Science.

Provide general administrative support to the FSS Private Office and Board as and when required (travel and accommodation bookings, arranging various meetings, issuing meeting invites, collating and issuing various meeting papers). Publishing the Board Agenda and Papers on the website, issuing papers for Board and ARC Meetings, help with setting up meeting rooms etc. Sending correspondence for the Chair as and when required.

For more information, please contact Sarah on 01224 621 200.

Blue Arrow is proud to be a Disability Confident Employer and is committed to helping find great work opportunities for great people.

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