Support Coordinator for Corporate Communications

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 across all divisions of the Corporate Strategy & Communications Unit within Social Security Scotland. Responsibilities encompass managing requisitions through PECOS (the corporate purchasing tool of the Scottish Government) and handling purchases via the Electronic Purchasing Card (EPC). The role also involves overseeing mailbox management, providing secretariat support for meetings, and assisting with National Stakeholder Engagement events.

The individual in this position will cultivate strong relationships with senior leadership within the Unit and collaborate effectively with colleagues throughout Social Security Scotland, ensuring the seamless operation of business processes, consistency in messaging, and optimal resource utilization.

The Admin Hub offers extensive administrative support to various branches of the 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 includes managing media inquiries, coordinating Parliamentary and Stakeholder correspondence, utilizing PECOS for requisitioning, overseeing mailbox management, providing secretariat support for working groups and high-level forums, and delivering administrative assistance before, during, and after National Stakeholder Engagement events. The Admin Hub also plays a crucial role in promoting best practices related to workforce planning, budget oversight, information asset management, risk management, and business continuity.

Overall, the Administrative Coordination Hub Associate is essential for the effective functioning of the Corporate Strategy & Communications Unit, especially as the Unit undertakes new initiatives and navigates complex transitions. The role requires fostering strong relationships with senior leaders and key colleagues, ensuring the efficient operation of the business, alignment of messaging, and judicious use of resources.

Key Responsibilities

  • Manage and triage emails directed to various teams within Social Security Scotland, including the Briefing & Parliamentary Team, Strategic Communications & Marketing Team, National Stakeholder Engagement Team, and the Admin Coordination Hub.
  • Assist in the allocation and tracking of Parliamentary Questions, ensuring correspondence is logged into the MiCase system.
  • Provide secretariat support for diverse working groups, high-level meetings, and forums within Social Security Scotland.
  • Deliver administrative support before, during, and after stakeholder events.
  • Utilize the PECOS system to generate purchase orders and procure authorized goods and services for the Unit's teams.
  • Perform general administrative tasks, including updates to internal and external websites, processing emails, managing distribution lists, 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. Ability to work collaboratively within a team while maintaining a positive attitude and completing individual tasks with minimal supervision.

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

Benefits

Annual Leave: Enjoy 25 days of annual leave upon joining, increasing to 30 days after four years of service, along with public and privilege days. Flexi-time options are available, allowing you to take leave for extra hours worked when appropriate.

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

Work-Life Balance: We offer flexible working arrangements, including full-time, part-time, term-time, and job share options.

Employee Discounts: Access a wide range of retail, travel, and lifestyle discounts through our benefits scheme.

Personal Support: Our Employee Assistance Programme provides confidential, independent support and guidance 24/7.

Volunteering Leave: Enjoy up to six days of paid special leave annually for volunteering activities, supporting causes that matter to you.

Modern Work Environment: Our offices are designed with staff needs in mind, providing bright and welcoming spaces.

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