Administrator – PA to CEO and DCEO

The closing date for completed applications for this post is 9am on Monday 17 November 2025, and it is anticipated interviews will take place on Tuesday 25 November 2025.

Hours: 35 hours per week (Monday to Friday, 9am to 5pm)

Salary: £27,741 - £32,163 (SCP

JOB DESCRIPTION:

To provide comprehensive and confidential administrative support to the CEO and DCEO (Executive function) to ensure, as far as possible, the CEO and DCEO are free from administrative tasks, allowing best use of their professional time. As required, the postholder will act with the delegated authority of the CEO to ensure tasks/projects oversight and completion in line with the organisational values.

In addition, the postholder will be required to undertake administrative duties within the MST to support for absences within the team as required by the Team Manager, MST.

Comprehensive administrative support to the CEO and DCEO:

• Create all administrative documentation as required by the CEO and DCEO using a range of ICT packages, inclusive of letters, reports, agenda, minutes, PowerPoint presentations and other necessary documents
• Provide a confidential meeting administration service for all meetings chaired by the CEO (or the DCEO in absence of CEO) including Senior Management Meetings, external stakeholder meetings and employee meetings
• Provide a full range of administrative support to the CEO for disciplinary, grievance and appeal processes to ensure timelines are adhered to and paperwork completion in a timely manner
• Arrange and co-ordinate external and internal meetings/visits on behalf of the CEO to ensure all arrangements are successfully co-ordinated, catered for and followed up as required
• Oversight and management of the CEO and DCEO diary arrangements including requirement to update, amend and attend to follow up tasks as required
• Ensure all travel arrangements for the CEO and DCEO are made, followed up and attended to in a timely manner ensuring compliance with financial requirements and regulations
• Devise, develop and manage appropriate systems to meet with the CEO (and DCEO as relevant) on a regular basis and ensure tasks are updated/concluded
• Maintenance of all confidential records and paperwork to ensure accuracy and easy retrieval
• Maintenance and follow up of instructions from CEO and DCEO to Senior Managers to ensure timely response and delivery
• Oversight and management of the Senior Leadership and Management Team's (SLMT) annual leave processes to ensure leave requests are known, attended to and updated
• Ensure an effective system is maintained for supervision and appraisal of the SLMT including bring forward items and scheduling
• Oversight of documentation which requires authorisation and ratification by the CEO (and DCEO as relevant) to ensure timely progression and conclusion

Undertake administrative duties within the MST in the absence of other team colleagues as required by the Team Manager, MST:

• As a member of the MST, it is expected that the post holder partakes in various areas of administrative work while other team members are absent inclusive of reception cover when required, assisting with minuting additional meetings and the provision of administrative tasks as directed by the Team Manager, Management Support
• Provision of reception cover as required and directed by Team Managers to ensure an effective and customer focused service is maintained, inclusive of Christmas and New Year rota.

Please note this job description is to provide a clear and concise statement of the main tasks and activities of the post, and it is not intended as an exhaustive list of every aspect of the post holder's duties. All the above duties will be carried out in line with Rossie policies and procedures.

PERSON SPECIFICATION:

Knowledge Base (Essential):

• Microsoft Office suite including Word, Excel, Office 365, Outlook, OneDrive & SharePoint
• Policy compliance
• Administrative processes
• GDPR Legislation

Knowledge Base (Desirable):

• Advanced skills within Microsoft Office suite, in particular Excel
• HR Databases

Qualifications (Essential):

• Relevant qualification in Administration/Business Studies/Clerical or other similar discipline

Experience (Essential):

• Relevant experience working in office environment
• Proven ability to handle competing priorities
• Effectively liaising with managers / professionals to provide support & advice
• Minute taking & meeting administration

Experience (Desirable):

• Working with external stakeholders

Skills (Essential):

• Setting up & maintaining electronic filing systems & appropriate record keeping
• Effective communication (oral and written) & time management skills
• Ability to present information accurately & clearly
• Effective organisation, prioritising & planning skills
• Processing high level confidential information appropriately
• Effectively forward plan, manage & prioritise workload in line with organisational priorities

Qualities (Essential):

• Work on own initiative as well as part of a team
• Use initiative to support others when required
• Attention to detail
• Honesty & reliability
• 'Can do' attitude
• Strong professional values

Qualities (Desirable):

• Develop & maintain good working relationships within the team & the wider organisation
• Ability to reflect on practice & work towards continuous improvement

Full Clean Driving Licence - Essential