Administrative Support Coordinator

4 weeks ago


Livingston, West Lothian, United Kingdom The Scottish Government Full time

Overview

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

Do you possess strong communication skills and a keen attention to detail?

An exciting opportunity has emerged for Administrative Support Coordinators to join a pivotal organization at a significant moment.

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

The organization is dedicated to improving educational standards across Scotland, ensuring excellence, creativity, integrity, and respect are at the forefront of our mission.

The core responsibility of the Administrative Support Coordinator role is to facilitate business planning and assistance to various directorates within the organization. You will report directly to the Business Manager.

Key Responsibilities


• Providing administrative support for essential government initiatives. This includes organizing, compiling, and distributing documents and reports for significant meetings, taking minutes, and updating action logs. Arranging meeting spaces as required.

• Coordinating logistics for both virtual and in-person events. Collecting data as needed by the Events Coordinator and managing corporate databases, including survey responses and event participation.

• Assisting with various tasks within the Strategic Business Unit, such as monitoring communication channels and maintaining current stakeholder contact lists. Engaging with colleagues and external partners, including educational leaders.

• Acquiring quotes for minor purchases and managing low-level contract documentation for ongoing projects. Collaborating with the Procurement team to ensure compliance with established processes.

• Initiating, tracking, and processing Purchase Orders. Reviewing expense claim forms for accuracy before submission for managerial approval.

• Performing reception duties, which include welcoming staff, visitors, and contractors; managing inquiries at reception, via phone, and through a central mailbox. Coordinating parking, courier services, and ordering supplies while maintaining security protocols.

• Managing the inquiries mailbox as necessary, responding to communications received via phone and email within designated timeframes.

• Providing support to the travel team as needed, organizing travel arrangements for colleagues attending inspections and other journeys.

Required Competencies

• Self-Awareness

• Communication and Engagement

• Team Collaboration

• Information Management

Essential Criteria & Qualifications

No specific qualifications are mandated for this position.

Essential Criteria
1. Exceptional organizational abilities with the capacity to manage multiple tasks effectively while utilizing initiative to prioritize and meet deadlines.
2. Strong verbal and written communication skills, with the capability to foster productive relationships with both internal and external stakeholders.
3. Experience working in a team-oriented, fast-paced office environment, with proficiency in Outlook, Word, and Excel.
4. Ability to gather and analyze various data types to provide relevant information to senior management.

Additional Information:
This role offers a hybrid working model in accordance with current organizational policies.

Application Process:
For further details regarding this vacancy, please refer to the relevant documentation available.



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