Administrator / PA

Job Description

Our client, a high profile public sector body, seek a Administrator/PA to support the leadership team in the Chief Operating Office.This is a permanent position , based in Edinburgh.The role attracts a salary between £25350 - £27687 pa with Civil Service Pension Provisions and 36.5 days leave increasing with service.At least 50% of the time will be spent supporting the Chief Operating Officer (COO). You will also provide COO LT assistance as required, with specific support to the Director of Finance and Director of HR. This role is essential to enable the smooth and efficientrunning of the COO LT.The Chief Operating Officer is a member of the NGS Leadership Team. The COO LT have responsibility of overseeing Finance, HR, Visitor Services, Security, IT, Estates, Procurement and Health & Safety together with responsibility for a range of change and improvementprojects across the organisation.Main duties:Summary of role responsibilities aligned to the Chief Operating Officer:

• The duties of this role are wide ranging; from arranging and co-ordinating key meetings to supporting the COO-LT to issue high quality management information to LT and the Board of Trustees.
• Assisting the Chief Operating Officer in the exercise of their duties and responsibilities, helping to plan and fulfil their daily programme. The tasks are varied; from extensive diary and email management, organising meetings and minute taking to collatingpresentations and drafting correspondence.
• Organising the COO Programme Group and Programme Steering Board. This involves finalising the agenda, receiving, and collating papers and producing the minutes.
• With support from the COO, you will make decisions on daily work priorities and solve problems. The ability to work under pressure, flexibly and with professionalism are essential. This busy role will require a high level of interpersonal skills, diplomacy,and confidentiality. As the first point of contact you will be required to be well informed, and helpful to our key stakeholders

Other duties include:

• Managing and actioning routine correspondence, prioritising emails and identifying actions with and without supervision from the COO and others.
• Report co-ordination. Ensuring reports are prepared on time by the relevant parties and that you collate information effectively.
• Providing project support, including tracking actions, organising meetings, and carrying out research to help develop project plans.
• Organising travel arrangements, events, hospitality, and meeting and greeting guests.
• Co-ordinating and attending meetings, taking minutes where required and monitoring deadlines.

Other duties for the COO LT, specifically the HR and Finance Directors

• Minuting the meetings with our Trade Unions.
• Co-ordinating and setting up team meetings, including tracking relevant agreed actions.
• Procurement and budget support.

KNOWLEDGE, SKILLS & EXPERIENCEThe following range of knowledge, skills and experience is required. Please take note of these and make sure they are reflected in your application. Short-listing for interview will be based on meeting these requirements.Knowledge and Experience

• Minimum 2 years previous experience providing high level Administration and PA support to Senior Management.
• Professional approach to successfully communicate and interact with internal colleagues and external stakeholders.
• Proven experience of diary management along with meeting strict deadlines and multitasking.
• Experience of working with little supervision, using own initiative to make appropriate decisions/problem solve.

Skills and Abilities

• Excellent IT skills (minimum intermediate level) - MS Office including Excel, Word, Outlook, PowerPoint, OneDrive, and Teams.
• Strong organisational skills and ability to prioritise busy workload, plan ahead, identifying and raising potential issues in advance.
• Excellent literacy skills with ability to draft and proof-read emails/documents with meticulous attention to detail and accuracy.
• Outstanding communication skills and excellent telephone manner.
• Proven ability to deal with confidential information appropriately.