Corporate Assistant Dundee, Scotland
Scottish Government
Full Time
Dundee, Scotland
10.56 - 12.04 GBP Today
Job description
Overview:
This is a flexible customer focussed role, which is critical to ensuring that OSCR internal and external stakeholders receive the support they need to operate effectively, and have a positive experience when interacting with us. In addition, the Corporate Assistant will help ensure that OSCR meets a variety of external and internal service standard targets, working with and supporting colleagues to deliver this.
You will be part of the Finance, Governance and Business Team and will be managed by the Office and Records Team Leader.
OSCR is the independent regulator and registrar for Scottish charities. We are a Non Ministerial Department which means that although we are employed a Scottish Government employees we answer to a Board of non-executive directors who are independent of government. The Board is responsible for OSCR’s strategy and future direction, oversight and governance and is supported by approximately 50 staff.
Our office is based in Dundee, and we offer a hybrid work-style allowing staff to work remotely on the understanding that they are able to attend their contractual work at least 2 days per week. Due to the specific nature of this role, we require at least one of the corporate assistants (team of two) to be in the office each day of the week (Mon – Fri) with the expectation of 5 days cover during the holidays.
Responsibilities:
Competencies
Qualifications
Provisional Interview Dates
To be confirmed.
To apply, you must fully complete and submit an online application via this website before the closing date using evidence based examples to demonstrate your knowledge/skills (300 words). Remember, your answers should be clear, concise and reflect what actions you undertook. You may want to use the STAR(R) approach to respond to each criterion.
To learn more about this opportunity, please contact Mandy Downie at [email protected]
The Scottish Government is a diverse and inclusive workplace and we want to help you demonstrate your full potential whatever type of assessment is used. If you require any adjustments to our recruitment process, please let us know via [email protected]
As part of any recruitment process, Scottish Government and associated public bodies collects and processes personal data relating to job applicants and applicants for public appointments.
Personal information you provide in the recruitment process will be made available to Scottish Government and our additional data processors.
This is an excellent opportunity for you to become a Corporate Assistant with the Office of the Scottish Charity Regulator.
This is a flexible customer focussed role, which is critical to ensuring that OSCR internal and external stakeholders receive the support they need to operate effectively, and have a positive experience when interacting with us. In addition, the Corporate Assistant will help ensure that OSCR meets a variety of external and internal service standard targets, working with and supporting colleagues to deliver this.
You will be part of the Finance, Governance and Business Team and will be managed by the Office and Records Team Leader.
OSCR is the independent regulator and registrar for Scottish charities. We are a Non Ministerial Department which means that although we are employed a Scottish Government employees we answer to a Board of non-executive directors who are independent of government. The Board is responsible for OSCR’s strategy and future direction, oversight and governance and is supported by approximately 50 staff.
Our office is based in Dundee, and we offer a hybrid work-style allowing staff to work remotely on the understanding that they are able to attend their contractual work at least 2 days per week. Due to the specific nature of this role, we require at least one of the corporate assistants (team of two) to be in the office each day of the week (Mon – Fri) with the expectation of 5 days cover during the holidays.
- Daily receipt, scanning, redaction and allocation of incoming mail and preparation and issue of outgoing mail. Scanning and redaction of charity accounts and attaching to Online system, for publication on the Register.
- Daily monitoring of various corporate email boxes, including acknowledging correspondence, updating the appropriate logs as required, and prompt allocation to colleagues for action.
- Respond to telephone inquiries, providing excellent customer service and assistance to callers including directing them to web based information, to appropriate colleagues within OSCR or other organisations who could more appropriately respond. Maintain call logs and assist with the analysis of call volumes and subjects, to inform corporate messaging.
- Raise purchase orders and receipt invoices for payment on the purchasing system, to ensure OSCR meets the supplier payment deadlines committed to by the Scottish Government. Ensuring invoices are approved by a budget holder prior to processing, and logged appropriately in our records management system.
- Maintain the booking system for OSCR meeting rooms and ensure that accommodation is configured appropriately including ordering and providing catering as required and setting up the appropriate equipment. Collect visitors from reception, and clear all rooms post meeting.
- Arrange travel tickets, vehicle hire, accommodation and external meeting spaces for colleagues and events. In addition to, monitoring the supply of office essentials such as stationery, ordering additional supplies as necessary. Purchase low value goods as requested by colleagues on an ad hoc basis.
- Support the Office and Records Manager through the collation, interpretation and recording of environmental data, including the annual emissions return which is submitted to the Scottish Government.
- In line with organisational priorities and needs, work as part of a flexible administrative team to perform other tasks and take part in specific projects as required.
Competencies
Self-Awareness
Team Work
Customer Service
Communications and Engagement
Essential Criteria & Qualifications:
1. Provide an example that demonstrates your ability to self-manage and prioritise workloads to ensure deadlines are met.
2. Describe a time when you have demonstrated good communication and social skills whilst engaging with colleagues at different levels within an organisation.
3. Describe a time when you have used your IT skills, including Microsoft office applications, to complete a task.
4. Provide an example of your ability to work as part of a team, working flexibly and dealing confidently with change.
2. Describe a time when you have demonstrated good communication and social skills whilst engaging with colleagues at different levels within an organisation.
3. Describe a time when you have used your IT skills, including Microsoft office applications, to complete a task.
4. Provide an example of your ability to work as part of a team, working flexibly and dealing confidently with change.
Qualifications
No specific qualifications required for this post.
Provisional Interview Dates
To be confirmed.
Additional Information
How To Apply
For further information on this vacancy please download and review the “Person Specification” which you will find below.
Person Specification Band A
To apply, you must fully complete and submit an online application via this website before the closing date using evidence based examples to demonstrate your knowledge/skills (300 words). Remember, your answers should be clear, concise and reflect what actions you undertook. You may want to use the STAR(R) approach to respond to each criterion.
To learn more about this opportunity, please contact Mandy Downie at [email protected]
The Scottish Government is a diverse and inclusive workplace and we want to help you demonstrate your full potential whatever type of assessment is used. If you require any adjustments to our recruitment process, please let us know via [email protected]
As part of any recruitment process, Scottish Government and associated public bodies collects and processes personal data relating to job applicants and applicants for public appointments.
Personal information you provide in the recruitment process will be made available to Scottish Government and our additional data processors.
Scottish Government
www.gov.scot
Edinburgh, United Kingdom
Nicola Sturgeon
$25 to $50 million (USD)
1001 to 5000 Employees
Government
National Services & Agencies
1885
