Administrative Coordination Hub Associate

3 weeks ago

Glasgow, Glasgow City, United Kingdom Social Security Scotland Full time

Job Overview

The Administrative Coordination Hub Associate plays a vital role in delivering administrative assistance to all sectors of the Corporate Strategy & Communications Unit within Social Security Scotland. Responsibilities encompass requisitioning through PECOS (the corporate purchasing tool of the Scottish Government) and managing Electronic Purchasing Card (EPC) transactions, alongside overseeing mailbox management and triage, providing secretariat support for meetings, and assisting with National Stakeholder Engagement events.

The individual in this position will cultivate robust relationships with senior leadership within the Unit and collaborate effectively with key colleagues across Social Security Scotland, ensuring the seamless operation of business functions, consistent messaging, and optimal resource utilization.

The Admin Hub offers a comprehensive range of administrative services to all divisions of Social Security Scotland’s Corporate Strategy & Communications Unit, including:

  • Corporate Support
  • Briefing and Engagement
  • Communications and Marketing

These sectors are high-profile and fast-paced, necessitating both general and specialized support to meet the demands and expectations placed upon them. This support includes handling media inquiries, managing the allocation of Parliamentary and Stakeholder correspondence, requisitioning through PECOS, mailbox management and triage, providing secretariat assistance for working groups and high-level forums, and offering administrative support throughout National Stakeholder Engagement events. The Admin Hub also plays a significant role in advocating best practices in workforce planning, budget oversight, information asset management, risk management, and business continuity.

As a crucial component of the Corporate Strategy & Communications Unit, the Administrative Coordination Hub Associate will be instrumental in supporting the Unit as it undertakes initiatives related to new benefits and navigates a complex transition journey. The postholder will build strong connections with senior leaders and essential colleagues throughout Social Security Scotland, ensuring effective business operations, coherent messaging, and the efficient use of resources.

Key Responsibilities

  • Management and triage of emails directed to various teams within Social Security Scotland, including the Briefing & Parliamentary Team, Strategic Communications & Marketing Team, National Stakeholder Engagement Team, Strategic Relationship Management Team, and the Admin Coordination Hub mailboxes.
  • Assisting in the allocation and tracking of Parliamentary Questions and entering correspondence into the MiCase system.
  • Providing secretariat support at multiple working groups, high-level meetings, and forums within Social Security Scotland.
  • Delivering administrative assistance before, during, and after stakeholder events.
  • Utilizing the PECOS system to generate purchase orders and procure authorized goods and services for teams within the Unit.
  • Performing general ad-hoc administrative tasks, including updates to internal and external websites, acknowledgment and processing of emails, management of distribution lists, eRDM files, and maintaining spreadsheet records.

Candidate Profile

1. Exceptional verbal and written communication abilities.

2. Proven experience in effectively engaging with a diverse range of stakeholders.

3. Capability to collaborate within a team, demonstrating a positive attitude towards assisting others, while also executing individual tasks with minimal oversight.

4. Strong administrative skills, including proficiency with IT systems, particularly Microsoft Office Suite – Word, Excel, and Outlook.

Employee Benefits

Annual Leave - Employees are entitled to 25 days of annual leave upon joining, increasing to 30 days after four years of service, in addition to public and privilege days. Flexi-time is also available, allowing for extra hours worked to be taken as leave when appropriate.

A Civil Service Pension - This position includes a Civil Service pension, with new joiners automatically enrolled in a career average pension scheme.

Work-Life Balance - Options for full-time, part-time, term-time, and job shares are available, with encouragement for flexible working arrangements.

Discounts - A wide array of retail, travel, and lifestyle discounts are accessible through our benefits scheme.

Personal Support - The Employee Assistance Programme offers confidential, independent information and guidance 24/7.

Volunteering Leave - Up to six days of paid special leave per year for volunteering activities, supporting staff in contributing to causes that matter to them.

Modern Workspaces - Our offices are designed with staff needs in mind, providing bright and contemporary environments conducive to productivity.

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