Senior Administrator, Visits and Events Edinburgh, Scotland

Scottish Government

Full Time Edinburgh, Scotland 23100 - 25452 GBP ANNUAL Today

Job description

Overview:

Do you have a keen interest in current affairs? The Scotland Office is a department of the United Kingdom Government promoting the best interests of Scotland within a stronger United Kingdom. If you are keen to be part of a varied, exciting workplace and have excellent organisational and interpersonal skills, then this may be the job for you.

This role sits at the heart of the Scotland Office’s visits and events team, part of the Communication directorate. It is a role where your passion for customer service will come to the fore.

You will lead the organisation and delivery of a range of events held at our Edinburgh office, Queen Elizabeth House (QEH). You will work with other government departments, external partners and our own Ministerial team, taking ownership of the overall coordination and delivery. You will also support the department’s Visits and Events Managers to deliver Ministerial visits, and work closely with the wider department to ensure Minister’s needs are met when they work from QEH. This could include meeting visitors at reception, arranging for catering or refreshments and liaising with building management on security considerations. Other responsibilities will include providing some secretariat support to the Director of Communications.

You will be joining a supportive and experienced team that is open to new ideas and has an excellent reputation for delivering quality results. Success in this role will mean using your excellent interpersonal skills - you will build good relationships with external partners across Scotland and beyond and have the face-to-face communication and influencing skills it takes to win the confidence of Ministers and external partners. A natural team worker, you will bring people with you and ensure that they have all they need to do their roles.

Responsibilities:

Coordinate and provide in-person support to all events in Queen Elizabeth House.

Liaison with central Queen Elizabeth House teams including security, catering and reception.

Building effective, collaborative working relationships with departmental & Whitehall colleagues and external stakeholders to support delivery of business outcomes.

Provide diary, travel booking and inbox management support to the Director of Comms.

Provide support to Ministerial private offices in facilitating Ministerial meetings, including through arranging catering and meeting guests and support of their visit programmes.

A flexible approach to working hours will be required, with occasional out of hours duties for which flexitime or overtime will be available.

Occasional travel between London and Edinburgh will be expected.

Competencies

Communications and Engagement
Information Management
Team Work
Customer Service

Essential Criteria & Qualifications:

No specific qualifications required for this post.

Essential Criteria

1. Excellent customer service skills, gained in a busy administrative role, with an ability to respond to competing priorities and adapting to changing circumstances.
2. Excellent interpersonal skills, able to build relationships with a range of external partners.
3. Resilience to see projects through to completion, to adapt plans as necessary. A creative mind that can quickly find solutions to problems.
4. Excellent record keeping skills, demonstrating a high level of organisation and use of different systems to manage information.

Provisional Interview Dates

To be confirmed.

Additional Information

The Scotland Office is committed to promoting a diverse and inclusive community - a place where we can all be ourselves and succeed on merit. We offer a range of family friendly, inclusive employment policies, flexible working arrangements, people engagement forums, facilities and services to support people from different backgrounds have a rewarding career. Please note that the nature of this role will require some out-of-hours working in order to support the delivery of events.

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 [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.

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