Business Support Assistant - (ID2024 9592)

at  Scottish Government

JOB SUMMARY

Would you like to work for an organisation that wants to improve Scottish education?
Are you a good communicator with a great eye for detail?
An excellent opportunity has arisen for Business Support Assistants to join Education Scotland at an exciting time.
This role sits within our Strategic Business Unit, with the main focus to provide business planning and support across the organisation.
Education Scotland is Scotland’s national improvement agency for education. Our role is to provide assurance and promote improvement, from the early years to adult learning. We are committed to embedding our values of excellence, creativity, integrity and respect in everything we do.
The main purpose of the Business Support Assistant role is to provide business planning and support to the directorates across the organisation. You will report to the Business Manager.

JOB DESCRIPTION

• Providing admin support to key government priorities. Organising, collating, and issuing papers, reports for key meetings. Note taking and updating action logs. Booking meeting rooms in Education Scotland, Scottish Government or external venues when required and as appropriate.
• Organising and managing logistics for online and face to face events. Recording data as requested by the Education Scotland Events Coordinator. Collating and processing data and maintaining corporate databases (e.g. survey and evaluation responses, event attendees and engagement).
• Supporting ad hoc Strategic Business Unit tasks as required. Including monitoring mailboxes and maintaining up to date contact lists of stakeholders. Liaising with colleagues and external stakeholders (e.g. Head of Authority, Headteacher, Chief Education Officers).
• Obtaining quotes for minor purchases and issuing low level contract documentation on behalf of the programme of work. Work with the Procurement team to ensure that processes are followed.
• Raising, tracking, and receipting Purchase Orders. Review and check C2 expenses claim forms before returning to line manager for approval in a timely manner.
• Covering reception duties, including welcoming staff, visitors, and contractors; greeting and directing at reception, by phone, and via a central mailbox. Booking car parking spaces, couriers, and ordering stationery. Maintaining security in line with procedures at reception.

Ensuring visitors and contractors are signed in, provided with health and safety information, issued passes or keys where required, and informing host(s) of arrival(s).

• Covering enquiries mailbox as required. Using existing systems and processes to respond to enquiries received by telephone and email within set deadlines.
• Covering for travel team as required. Using the process to organise travel for colleagues going on inspection, international travel, and other journeys.

NATIONALITY REQUIREMENTS

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

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