Job Purpose Summary
Working in the Executive Office, you will manage the delivery of support service to the Chair, CEO and Head of External Affairs. This will include the forward planning and negotiating arrangements for meeting for your leads with senior officials at Scottish Government and members of Parliament; responding to correspondence, on behalf of the CEO/Chair; commissioning briefings and providing quality assurance prior to submission; managing travel planning and logistics for the Chair/CEO/Head of External Affairs and ensuring the highest standards of administrative support is in place.
In addition, you will play a key role in managing, negotiating and coordinating support of members of the Senior Leadership team in support of the Chair and CEO. You are also a pivotal contact for Ministerial and government officials’ engagement with NatureScot as well as coordinating the communications between NatureScot staff, the CEO/Chair, and the Cabinet Secretary’s Private Office and Sponsor Team.
This is a fast paced and demanding role within in the Executive Office which carries a high degree of responsibility and decision making. You must be highly organised, proactive and provide effective leadership ensuring the work of the CEO and Chair is communicated and coordinated with other members of the team: cross team working is essential particularly with the Governance Support Manager.
Specific Role Responsibilities: (Please refer to these in your Supporting Statement)
To manage the support of the CEO/Chair and Head of External Affairs, ensuring the team delivers an effective secretarial and administrative service, which includes:
Manage all forms of incoming and outgoing correspondence – across the Chair and Senior Executives. Plan and delegate the delivery of resulting actions and ensuring effective follow up and corporate records are maintained. Oversee the management of the contacts database and input to the Contact Management System.
Manage and coordinate theCEO’s external and internal engagements and meetings making best use of available time. Review future appointments and proactively identify issues or opportunities and report these through weekly updates to the CEO and Chief of Staff.
Coordinate and secure the input or attendance of other Directors or members of SLT to support the CEO/Chair at external meetings or events as required.
Coordinate and plan with the Governance Support Manager, the Chair’s external support team, any actions which interface with the CEO’s and Chair’s board and committee responsibilities.
Identify and manage the commissioning and quality control of all briefings for the Chair/CEO. Ensure that briefing commissions are clear, proportionate and delivery deadlines negotiated, agreed and met by briefing authors.
Manage a formal regular liaison meeting with other Director Support Managers within the organisation, to ensure effective deployment of key Directors or Senior Managers and their interface with CEO/Chair.
Maintain and develop the network of key contacts in Scottish Government, Environment and Economic Leaders Group, Environmental NGOs and other public and private sector partners.
Manage the planning and logistics of all travel and accommodation including the liaison and coordination with external and internal parties.
Commission tasks to team members within Executive Office, supporting your role in delivering quality service to Chair, CEO and Head of External Affairs.
Undertake other tasks and responsibilities commensurate with grade and role as and when required.