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Admin Coordination Hub Assistant

3 months ago

Glasgow, United Kingdom The Scottish Government Full time

Overview

The Admin Coordination Hub Assistant is a key role which provides administrative support to all branches of the Corporate Strategy & Communications Unit in Social Security Scotland. This includes PECOS (This is the Scottish Government’s corporate purchasing tool) requisitioning and EPC (Electronic Purchasing Card) purchasing, mailbox management & triage, secretariat/meeting support and National Stakeholder Engagement event support.

The postholder will foster strong relationships with senior leaders in the Unit and key colleagues across Social Security Scotland, ensuring successful and smooth running of the business, alignment of messaging and the best use of resources.

The Admin Hub provide a wide range of administrative support to all branches of Social Security Scotland’s Corporate Strategy & Communications Unit. These are:
• Corporate Support
• Briefing and Engagement
• Communications and Marketing


These are high profile, fast paced areas of the business that require both generic and tailored support to enable the Unit to work and meet the demands and expectations placed on it. This includes supporting with media enquiries, allocation of Parliamentary and Stakeholder correspondence, PECOS requisitioning and EPC purchasing, mailbox management and triage, secretariat support of working groups and high level forums, and administrative support before, during, and after National Stakeholder Engagement events. The Admin Hub also play a significant role in promoting best practice in regards to workforce planning, budget monitoring, information asset management, risk management, and business resilience.

The Admin Coordination Hub Assistant is a key role in the effective running of the Corporate Strategy & Communications Unit, and the Admin Hub will be crucial in supporting the unit as we take on work related to new benefits and continue the complex and challenging transition journey. The post holder will foster strong relationships with senior leaders in the Unit and key colleagues across Social Security Scotland, ensuring successful, and smooth running of the business, alignment of messaging and the best use of resources.

Overall, this is an essential role at the heart of Social Security Scotland which allows our colleagues to perform business-critical work while providing the necessary admin infrastructure, support and reporting, as well as a significant amount of work implementing the communication and engagement activity required to raise awareness and drive take-up of our benefits.

What do we offer you?

• Access to our flexible working system with potential to accrue up to four additional days’ leave in a four-week period.
• Minimum five weeks’ annual leave (pro rata) in addition to 11.5 public and privilege holidays.
• Full and comprehensive training, and access to learning and development opportunities to support your personal and professional growth.
• Career progression – join a developing organisation with excellent opportunities for career advancement.
• Attractive Civil Service pension (employer contribution 28.97%)
• Workplace adjustments for everyone who needs them to ensure your comfort and safety in your new role.
• Health and wellbeing support including 24-hour access to our Employee Assistance Programme, plus counselling support available for all.

Hybrid Working

We embrace a hybrid working style where all colleagues will spend time in either our Glasgow or Dundee offices. There is an expectation of a minimum 2 days per week in your assigned location.

Your base location will be either Glasgow or Dundee. About Us  

Social Security Scotland is an Executive Agency of the Scottish Government. Our benefits help people from all walks of life in Scotland. We are committed to recruiting a diverse workforce that is representative of the clients we serve.

Responsibilities

• Management and triage of emails received to Social Security Scotland’s Briefing & Parliamentary Team, Strategic Communications & Marketing Team, National Stakeholder Engagement Team, Strategic Relationship Management Team and the Admin Coordination Hub mailboxes;
• Supporting the allocation and tracking of Parliamentary Questions and adding correspondence onto the MiCase system;
• Secretariat Support at various working groups, high level meetings and forums within Social Security Scotland;
• Administrative support before, during and after stakeholder events;
• Using the PECOS system to raise purchase orders and procure approved goods and services for teams within the Unit;
• General ad-hoc administrative duties, including updates to our internal and external websites, acknowledgement and onward processing of emails, management of distributions lists and our eRDM files and maintaining spreadsheet information.

Qualifications

No specific qualifications are required for this post.

How to apply