Job Purpose Summary
: This is a fast-paced and exciting role in the Green Economy Director Support Team that requires effective prioritisation, communication and co-ordination with other members of the team and a wide range of staff at all levels in NatureScot.
Areas of responsibility:
1. Email management: Monitor and manage the Director / Deputy Director’s mailboxes at regular intervals on a daily basis. Use a categorisation system to alert them to any urgent or upcoming requests and deadlines.
2. Diary management: Manage and co-ordinate theDirector / Deputy Director’s diaries to make best use of available time. Regularly undertake a forward look to spot any future requirements, issues or opportunities and provide regular updates to the Director, Deputy Director and Director Support Manager.
3. Dealing with correspondence in all forms (sometimes highly sensitive): Maintain an efficient system, recording and saving telephone messages, letters and emails to the Director / Deputy Director, arranging responses and monitoring progress using the established Correspondence Tracker spreadsheet. Use judgement on what needs to be added to corporate systems to maintain a meticulous record of incoming and outgoing correspondence, taking care when handling contentious or sensitive information.
4. Meetings and event arrangements: Organise internal and external meetings and events on behalf of the Director / Deputy Director – often with senior or high-profile attendees, and to oversee the logistical arrangements and provision of briefing for these meetings. Arrange catering for some events, including for quarterly meetings of Green Economy Directorate managers.
5. Specific briefings for meetings: Commission briefings (verbal or written) for the Director / Deputy Director in good time for meeting appointments using the established briefing process and template. Also provide support to the Director Support Manager in briefing commissions for the Chair, Chief Executive and Board. Liaise with briefing authors to ensure that briefings are concise, relevant and completed within deadlines. Maintain the Briefings Tracker to monitor progress and completion of briefings.
6. Regular liaison and networking with key internal and external contacts: including close working with the Executive Office, other Directorate Support Teams, Green Economy Directorate Managers & staff, and external contacts of the Director and Deputy Director.
7. Administrative support: Provide general administrative support for the Director / Deputy Director. Includes: bookings for catering, accommodation & vehicles; purchasing corporate items; updating Director’s task list; and writing handover notes for Director / Deputy Director following periods of leave.
Role requirements (Please refer to these in your supporting statement)
8. Excellent organisational and time management skills and judgement to effectively prioritise a high volume of reactive and proactive tasks.
9. Demonstrate ability to manage and co-ordinate a busy diary and correspondence.
10. Demonstrate ability to appropriately handle sensitive and confidential information.
11. Excellent written and verbal communication skills.
12. Excellent interpersonal, influencing and problem-solving skills.
13. Basic understanding of procurement processes and some experience of dealing with financial transactions.
14. Experience of managing documents and filing systems.
15. Awareness of NatureScot’s remit, priorities and operating principles.
Specific role requirements
The successful candidates will work in the Director Support Team to deliver a professional support service to the Director / Deputy Director – Green Economy, including: email management, diary management, organising internal and external meetings & events, arranging the provision of briefings, dealing with all types of correspondence, co-ordinating and managing travel arrangements, and general administrative support.