Key Responsibilities and Accountabilities:
1. Receive and respond to enquiries from / to customers to provide a timely, courteous and effective service.
2. Responsible for the day-to-day operation of systems and equipment necessary for the safe and efficient running of Great Glen House.
3. Security of building and visitor management including contractors and other visitors.
4. Make routine arrangements and bookings, such as meetings and hospitality, in accordance with clear instructions from customers/managers.
5. Undertake basic financial processing of purchase orders and GPC purchases relating to the provision of workplace services.
6. Provide project support to projects that have the involvement of Workplaces Team.
7. Some planning and organisation of workload is required to ensure delegated tasks are completed within required timescales through prioritisation and sequency of the assigned tasks.
8. Use your initiative to identify and resolve issues, referring to the line manager for assistance, as necessary.
9. To fulfil the role of Fire Warden, Fire Panel or Incident Control Officer. We will ask if you are willing to volunteer to be a first aider for the office.
10. One of the team that has a work phone to respond, when available, outside normal office hours to phone calls when there are facilities management issues arising impacting the building that require a response from a member of the Workplaces Team because our security firm cannot resolve it. The specific task is to answer the telephone, take a briefing about the incident and when necessary, locate more senior staff to attend site to deal with any emergencies.
11. As a flexible member of the Workplaces Activity administration team, the post holder will be asked to cover other tasks related to management of our properties, office services and travel team and also occasionally you will be allocated administrative tasks from the National Administration Helpdesk. Occasionally you will be required to attend team or other meetings at the office where you are based and in other locations in Scotland.
Role Requirements: (please refer to these in your supporting statement)
12. Demonstrate the competencies required to undertake the main areas of responsibilities associated with this role gained through working in a similar role in customer services, in an office or front of house environment and the ability to be flexible and adaptable to meet the demands of customers.
13. Team player confident in taking decisions required for effective delivery of a front of house role and within boundaries defined by your manager and within clear policies and guidelines.
14. Demonstrate good customer service, problem solve, have good interpersonal and team working skills and demonstrating an ability to deal with challenging situations.
15. Excellent written and verbal communication skills.
16. Demonstrate accuracy with both numeracy and literacy skills.
17. basic financial processing of purchase orders which could include management of GPC expenses relating to the provision of goods and services in the Services Delivery Team.
18. Working knowledge of relevant systems, equipment, processes and procedures including standard software packages such as Microsoft 365, with limited use of non-standard software.
19. Effective planning, organising and prioritising and familiarity with own priorities and those of colleagues. Be able to multitask and work in a reactive manner to meet demands from customers.
20. Understanding of health and safety policies and procedures relevant to this role, and the quality outputs and standards required.
21. Experience of vehicles: we will train you to carry out basic routine maintenance checks of NatureScot’s electric and fuelled fleet of vehicles. We require you to drive them to and from the garage for maintenance and repair and in our compound.
Pre-requisites Required: - about which we will talk with you further at interview
22. To undertake a Disclosure Scotland application.
23. To work in Great Glen House, Monday to Friday 8.30am to 4.30pm. Hours of work reflect the service time and at least two B grades from our team are required to be on a rota when service is open between these hours.
24. For Duty Office call outs: be available to respond on the phone when available outside of contracted hours of work. This is very occasional. We may give you a work telephone to keep switched on in your house to pick up any emergency calls if you are available to pick up. In the event of there being a call, payment will be made as ‘additional hours’.
25. Although Gaelic language is not a prerequisite it is a desirable skill in support of our commitment to our Gaelic Language Plan.
26. Driving License preferred. A key requirement is support for fleet management and driving fleet cars to and from the garage and around the compound.
Working for NatureScot – what we offer you
NatureScot offers some great benefits to reward and support you whilst you are working for us. Our benefits package includes the civil service pension scheme, a generous holiday leave allowance plus flexi time, and employee discount scheme. including below:
An environment with flexible working options
27. 41.5 days of annual leave, with 5 fixed public holidays on St Andrews Day, Christmas Day, Boxing Day, New Year’s Day and 2nd January
28. Equivalent of 2 days paid volunteering leave
29. A focus on wellbeing with access to an employee assistance programme
30. Job satisfaction from contributing proactively to the twinned nature and climate crisis
31. Death in service benefits
32. Cycle to work and electric vehicle salary sacrifice schemes
33. Access to an employee discounts scheme
34. Learning and development tailored to your role
35. A culture encouraging inclusion and diversity
NatureScot’s Net Zero commitment
Whether working at home or in an office, or travelling to meetings and site visits, as a NatureScot you will contribute to our Net Zero plan, for example through positive carbon travel choices.