Senior Executive Assistant

Registers of Scotland; City of Edinburgh; Hybrid; GBP 38,000 - 44,000; Full time

Job summary

Join Registers of Scotland as a Higher Executive Officer and provide vital support to the Executive Management Team. With a fixed-term contract, you will manage essential correspondence, facilitate governance meetings, and deploy your skills in a hybrid work setting. This role will help shape land and property registration in Scotland, enhancing your professional development through numerous benefits and a diverse team environment.

Benefits

28.97% pension contribution

38 days annual holiday, increasing to 42

Flexible working patterns

Investment in professional development

Diversity and inclusion initiatives

Qualifications

• Personal Assistant/Executive Assistant experience supporting senior managers or directors.
• Experience in governance group support and minute taking.
• Confident in using various office software.

Responsibilities

• Providing executive support to RoS Executive Management Team.
• Managing director's mailbox and diary.
• Coordinating high-level governance group meetings.

Skills

Executive Support

Minute Taking

Diary Management

Communication

Governance Best Practice

Stakeholder Engagement

Tools

Outlook

Word

Excel

Sharepoint

PowerPoint

Job description

Put your career on the map

Grade: Higher Executive Officer (HEO)
Salary: £38,114 - £43,364
Pension: 28.97% of salary (RoS contribution)
Annual leave: 38 days annual holiday, increasing to 42 days with length of service.
Duration: Fixed term, up to 15 months with the possibility of extension or permanency.
Working pattern: 35 hours per week. We are a flexible employer and will consider a variety of working patterns; compressed hours, term time working or part time working on a case-by-case basis, depending on the role and departmental requirements.
Location: Hybrid working model. Contractual base either at Meadowbank House, Edinburgh (EH8 7AU), or St Vincent Plaza, Glasgow (G2 5LD). You will be expected to occasionally visit either of these office locations to support business needs.
Department: Secretariat
Directorate: Senior Management
Role reports to: Head of Secretariat and Governance
Closing date: Sunday 22nd June, 23:39
Number of vacancies: One

About Registers of Scotland (RoS)
Registers of Scotland is a world-leading pioneer in land and property registration. We hold the answer to the question, "Who owns Scotland?" We're a modern, digital organisation and our success relies on building a diverse team of dedicated, skilled and motivated people.

The role
As part of the RoS Secretariat team, you will provide comprehensive support to RoS Executive Management Team, Head of Secretariat, Non-Executive Directors and associated corporate governance groups.

On a typical day you will…
• Provide a proactive, comprehensive, and confidential executive support service to a senior director and assist in supporting other directors as required.
• Manage a directors mailbox, responding and delegating as appropriate with minimal guidance.
• Manage a directors diary, providing constructive advice and challenge to ensure effective use of time to support in achieving their objectives.
• Track enquiries on behalf of directors and ensure that responses are issued within agreed timescales and deadlines.
• Provide full secretariat support to high-level governance group meetings, including agenda planning, full and accurate minute taking, liaising closely with the Chair, and briefing them in advance of any meetings, in line with business timescales.
• Provide full support to the wider Corporate Governance Structure as and when required.
• Establish good working relationships with a range of internal and external stakeholders to support the delivery of business outcomes.
• Act as a team player within the RoS secretariat team, assisting in the management and completion of ministerial correspondence, ministerial briefings, parliamentary questions and supporting other board, senior managers and audit committee members as required.
• Provide supporting cover to the Secretariat mailbox as required, ensuring that corporate correspondence is dealt with or distributed to the appropriate person for action, responded to within the required deadlines and correspondence logs are kept up to date.
• Assist in the development and maintenance of the Corporate Governance files.
• Keep up to date with corporate business and Ministerial and SG business concerning RoS.
• Undertake specific research and/or projects on behalf of the business area.
• Arrange travel and accommodation bookings, and manage related expenses.
• Provide peer mentoring to Secretariat and Business Admin colleagues.

This job is for you if you want…
• Work with purpose: working for the people of Scotland to set the bar for land and property registration worldwide.
• Flexible and hybrid working: depending on the role and team requirements, work when and where it’s best for you and your stakeholders.
• Benefits: enjoy pay progression, pension contributions of up to 28.97%, up to a year’s parental leave, and 38 days annual holiday, increasing to 42 days with length of service.
• Investment in professional development: we invest in all our people so that they have the right skills to be productive and confident in their job.
• Diversity and Inclusion: We are an ‘Investor in People’ and a ‘Disability Confident’ employer. We are inclusive, stronger together, and committed to putting our people first.
• Positive work culture: RoS is an agile, digital organisation using leading-edge technology. Colleagues understand their role in achieving our strategy and have the autonomy to deliver.

To learn more about RoS and what we offer visit our careers pages or watch this short video.

Essential Criteria – Skills and Attributes for Success

Experience/Technical
• Personal Assistant (PA)/Executive Assistant (EA) experience of supporting senior managers/directors.
• Experience of providing comprehensive support to governance groups.
• Experienced minute taker.
• Experience of delegated mailbox and diary management.
• Confident in usage of Outlook, Word, Excel, Sharepoint, and PowerPoint.
• Awareness of governance best practice and how non-ministerial offices contribute to providing good public services.

Analysis and making effective decisions
• Taking initiative as the first point of contact, drafting appropriate correspondence to keep a wide variety of audiences informed.

Leading and communicating/Collaborating and partnering
• Excellent communication skills, both orally and in writing, adapting style of communication to meet various stakeholder requirements.
• Builds trusting relationships and acts with discretion when handling confidential information.

Delivering a quality service
• Ability to work with initiative and minimal guidance to prioritise and manage a range of tasks, recognising any potential difficulties and dealing with these appropriately.
• Ability to prioritise a demanding workload effectively.

Demonstrating commitment and drive/Delivering value for money
• The ability to work to tight deadlines ensuring outcomes are delivered on time and to required standard ensuring value for money.

Stage one - Application Process
To apply, click on 'Apply now' and complete the online application form.
You will need to submit:
1. A CV outlining your career history.
2. Responses explaining how you meet the below essential criteria.

• Experience/Technical
• Analysis and making effective decisions
• Delivering a quality service

Please note:
• If we receive a high volume of applications, we may complete an initial sift on your response to the Experience/Technical competency.
• We reserve the right to invite candidates to participate in a telephone interview prior to being further assessed.
• Applications that are not accompanied by CVs or responses exceeding 300 words per competency will not be considered.
• We would strongly recommend that your statement is written in theSTAR format(Situation, Task, Action & Result) and preparing your answers using software such as MS Word or Google Docs, and then uploading the file.
• We strongly advise you review our policy on responsible use of AI in the application process. RoS may check answers with an AI detection tool and will contact you for a pre-screening call to verify your responses.
• Applications and appointments are subject to a strict merit-based assessment process, in line with the Civil Service Recruitment Principles.

Stage two – assessment day
If successful at application stage, you will be invited to an in-person assessment day which will include the following:
• Competency based interview
• Applied exercise relevant to the role

Assessments will take place in Meadowbank House, Edinburgh, and assess the below competencies.

• Analysis and making effective decisions
• Leading and communicating/Collaborating and partnering
• Delivering a quality service
• Demonstrating commitment and drive/Delivering value for money

Information on our Competency Framework
For further information on the competencies, visit our Competency Framework.

Recruitment timeline
• Closing date: Sunday 22nd June, 23:59
• Application sift: W/C Monday 23rd June
• Invite to assessment day sent: Thursday 26th June
• Assessment day: Thursday 3rd and/or Friday 4th July

Feedback
Feedback will only be provided if you progress to the assessment day, and by request.

Reserve List
In the event that further posts are required, a reserve list of successful candidates will be kept for up to 12 months.

Nationality and immigration status
In general, only nationals from the following countries (and associations of countries) are eligible for employment in the Civil Service: the United Kingdom, the Republic of Ireland, and the Commonwealth. EU nationals (with settled or pre-settled status), certain EEA nationals, Swiss and Turkish nationals are also eligible for employment. Detailed provisions on determining eligibility on the grounds of nationality and, where relevant, immigration status can be reviewed here.

Security
Successful candidates must undergo a Basic Disclosure Scotland check.
Individuals working with government assets must complete baseline personnel security standard checks.

Equality, diversity and inclusion
As a proud member of the Disability Confident Scheme, we welcome applications from disabled candidates. RoS is a diverse and inclusive workplace, and we want to help you demonstrate your full potential whatever type of selection process is used. To learn more please see our EDI strategy.

As part of the application process, we would like to invite you to please complete our diversity monitoring form. This information is not shared with recruitment panels.

If you require any adjustments to our recruitment process, please let us know via [e-mail]. Please see this page for more information on adjustments.

Further information
For further information relating to RoS, including:
• Additional details on pay & benefits
• The Civil Service Code
• Complaints process
• Use of AI in the application/recruitment process,
Please view our additional information page online.

If you have any questions, please contact [e-mail].