Executive Team Support Lead

Overview:
The Scottish Public Pensions Agency is an Agency of the Scottish Government. Our principal role is to administer the pensions for employees in the National Health Service, Teachers’, Police and Fire-fighters’ pension schemes in Scotland. The Agency administers these public service pension schemes on behalf of Scottish Ministers.

This is a key role principally supporting the Chief Executive of a Scottish Government Agency. Working within the SPPA’s Corporate Office, you will handle a wide range of complex tasks and act as the central point of business support for the Executive Team providing excellent governance and executive support. An integral part of the Agency, you will provide a highly professional, effective and efficient service.

**Responsibilities**:
**Chief Executive Support**
- Act as the first point of contact for the Chief Executive’s office, ensuring requests from a variety of internal and external stakeholders including Ministers, Directors, Media and the public are prioritised, cascaded, actioned, filed and responded to in a professional and timely manner and in line with GDPR regulations.
- Provide exceptional administrative support to the Chief Executive, co-ordinating with other senior executives and their assistants. This includes ownership of the Chief Executive mailbox and calendars to prioritise CEO activity, anticipate actions and respond to inquiries in a confidential and sensitive manner, whilst managing best use of time and accommodating the need for flexibility.
- Accountable for managing CEO workload taking full ownership of tasks such as drafting and compiling of briefing materials, preparing the CEO for meetings, coordinating information, and problem solving.

**Executive Team Support**
- Lead on the organisation and co-ordination of Executive Team activities supporting the Chief Executive to ensure that Agency priorities are being discussed, actioned and managed at the appropriate time. Responsible for ensuring ET events run smoothly with effective time management and provide secretariat support. This includes the production of high quality minutes, reports and action plans which are then tracked to completion. Facilitate debrief sessions as required to ensure continuous improvement and lessons learned are implemented.
- Develop and assist in the preparation of high level presentation materials. Research, evaluate and produce reports for the CEO and Executive Team with the ability to break down complex information in a clear and professional way to present findings and provide recommendations.
- Work closely with business areas to ensure that information is being brought to the Executive team in a timely manner, with clear context, purpose and where appropriate rationale and recommendations.
- Actively identify and participate in opportunities for continuous improvement to service, contributing to the development of more effective ways of working throughout SPPA. Ownership of Executive support procedures, recommendations and development of office policies ensuring they are implemented and colleagues are supported.
- Prioritising and manage multiple projects simultaneously and follow through on issues in a timely manner

**Competencies**

Self-Awareness

People Management

Communications and Engagement

Improving Performance

Essential Criteria & Qualifications:
There are no specific qualifications required for this role

**Essential Criteria**

1. Proven secretariat or governance experience with ability to produce high quality reports, minutes and documents for a senior leadership team.

2. Excellent interpersonal skills including diplomacy, sensitivity and discretion with confidential information.

3. Experience of problem-solving, planning, organising with demonstrated ability to be able to identify and action emerging issues with due consideration to the potential second and third order effects.

4. Proven ability to work across teams and departments, with evidence of multi-tasking and prioritising different needs.

**Provisional Interview Dates**

To be confirmed.

**Additional Information**

**Location**

Flexible Working/ Galashiels
- This role offers hybrid working with one day (minimum) onsite per week.

**FOR VACANCIES USING ESSENTIAL CRITERIA**

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**How To Apply**

For further information on this vacancy please download and review the “Person Specification” which you will find below.

**Person Specification Band B**

To learn more about this opportunity, please contact

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