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Business Operations Assistant

2 months ago

Livingston, West Lothian, United Kingdom Scottish Government Full time

Job Overview

Are you interested in contributing to the enhancement of education in Scotland?

Do you possess strong communication skills and meticulous attention to detail?

An exciting opportunity has emerged for Administrative Support Specialists to join the Scottish Government during a pivotal time.

This position is situated within our Strategic Business Unit, primarily aimed at delivering business planning and operational support throughout the organization.

The Scottish Government serves as Scotland's national improvement agency for education, dedicated to providing assurance and fostering enhancement from early childhood through adult education. We are committed to integrating our core values of excellence, creativity, integrity, and respect into all our endeavors.

Key Responsibilities

  • Delivering administrative assistance to key governmental initiatives. Organizing, compiling, and distributing documents and reports for significant meetings. Taking minutes and updating action logs.
  • Coordinating and managing logistics for both virtual and in-person events. Recording data as required by the Events Coordinator. Compiling and processing data while maintaining corporate databases, including survey responses and event participation.
  • Assisting with various Strategic Business Unit tasks as needed, including monitoring communication channels and keeping updated contact lists of stakeholders. Engaging with colleagues and external partners.
  • Requesting quotes for minor purchases and preparing low-level contract documentation as part of the work program. Collaborating with the Procurement team to ensure compliance with established processes.
  • Creating, tracking, and processing Purchase Orders. Reviewing and verifying expense claim forms before submitting them to the line manager for timely approval.
  • Managing reception duties, which include welcoming staff, visitors, and contractors; greeting and directing individuals at reception, over the phone, and through a central mailbox. Coordinating car parking, courier services, and ordering office supplies while ensuring security protocols are followed.
  • Ensuring visitors and contractors are properly signed in, provided with health and safety information, and issued passes or keys as necessary.
  • Handling inquiries through the designated mailbox as required. Utilizing existing systems to respond to inquiries received via phone and email within specified deadlines.
  • Providing support to the travel team as needed, organizing travel arrangements for colleagues undertaking inspections, international travel, and other necessary journeys.

Candidate Profile

Essential Qualifications
1. Exceptional organizational abilities with the capacity to manage multiple tasks effectively, utilizing initiative to balance competing priorities and meet deadlines.
2. Strong verbal and written communication skills, with the ability to cultivate positive working relationships with both internal and external stakeholders and collaborate efficiently.
3. Experience working in a team within a dynamic office environment, proficient in Microsoft Outlook, Word, and Excel.
4. Capability to gather and analyze various forms of data to provide relevant information to senior management.

Benefits

In addition to a competitive salary, the Scottish Government contributes significantly towards your membership in the Civil Service Defined Benefit Pension scheme.
  • Personalized learning and development opportunities
  • A flexible working environment
  • A culture that promotes inclusion and diversity
  • An employer contribution averaging 27%