Starting salary: £27,519 pro rata, per year
Contract type: Permanent
Grade: 2
Location: Longmore House, Edinburgh
Working Hours: Monday - Friday, 35 hours per week
Interviews: To be held in person at Longmore House, Edinburgh week commencing 27 October 2025
In this pivotal role, you'll be at the heart of our Digital Transformation and Delivery (DT&D) department, ensuring seamless operations and compliance across budgeting, sourcing, contract management, and more. If you're passionate about digital innovation and have a knack for administrative excellence, we want you on our team to help drive our mission forward.
Benefits of joining us at Historic Environment Scotland
* Enrolment onto a Civil Service Pension scheme – 28% employer contribution
* 25 days annual leave, pro-rata (increasing to 30 days after 3 years public holidays
* Reimbursement for relevant professional subscriptions
* Support for further education and personal development
* Study leave for work related courses
* Flexible working hours (where appropriate)
* Free entry to all of our properties (with up to three guests)
* Free entry to English Heritage, Manx and Cadw properties
Key Responsibilities of this role
* Independently create, manage, and maintain supplier details on DT&D systems and through direct communication (e.g. create contact details, add to finance system, resolve straightforward issues).
* Provide comprehensive administrative support for DT&D supplier management, collaborating with managers across IT to ensure seamless operations.
* Proactively support DT&D managers in fulfilling supplier and contract activities.
* Maintain an up-to-date and accurate record of HES licensing, including recording agreements, end dates, and renewals. Identify and flag potential licensing breaches, and support licence audits and inventory checks.
* Provide strategic administrative support for purchasing, procurement, and tendering processes for DT&D goods and services. Assist in the preparation and management of documentation and apply standard templates to ensure consistency and compliance.
* Maintain precise records of DT&D hardware and software assets on the ServiceNow Configuration Management Database (CMDB). Generate reports as required by DTMO managers for stock and recycling.
* Oversee the delivery and secure storage of assets in appropriate storerooms.
* Communication with supplier contacts including account managers and supplier administrative contacts.
* Daily interaction with colleagues at all levels across the DTMO team, DT&D department and the wider organisation.
* Work within specific timeframes to ensure contract milestones are monitored and maintained.
Look ahead and adjust priorities as the landscape and horizon change.
Key requirements of the role:
In order for you to be successful in this post, we will be looking for you to submit a cover letter which addresses how you can meet each of the essential and desirable criteria (in up to 1,200 words), using examples of where you have demonstrated these criteria previously. Please ensure that you provide real life examples for each of the criteria to be considered for this post. You can use examples of how you have met this criteria from your work life, home life, education or volunteer experience.
Essential:
* Previous experience in an administrative support role.
* Proficient in the use of Microsoft Office 365 tools, specifically Word, Excel, Outlook, PowerPoint, and SharePoint.
* Experience using a service management system (e.g. ServiceNow or similar).
* Experience using financial/procurement management systems (e.g. Oracle Fusion).
* Familiarity with new and emerging AI tools.
We are dedicated to building a workforce which is reflective of diversity within Scotland. We warmly welcome applications from candidates of all backgrounds, regardless of age, race, gender or gender identity, religious beliefs, marital status, sexual orientation, disability, or neurodiversity. In support of our Gaelic Language Plan, we welcome applications from Gaelic speakers.
We want every candidate to have the best chance to succeed during the recruitment process. If you require your application in an alternative format, please reach out to us via email at or call our Head Office at and speak to a member of our People Team.
Please note that, at this time, we are unfortunately unable to provide sponsorship as part of the recruitment process, therefore you must have current right to work in the UK to be considered for a post.