Admin Support

Job title: 1011-399 Admin Support | Grade: B | Vacancy type: Temporary until 31 March 2025 Hours: 35 | Salary £27,940 | Location: Scotland, flexible (Inverness based preferred however home and hybrid working will be considered) | Closing date: Midday, 12 July 2024 | Internal Interview date: 25 July 2024 | External Interview date: 8 August 2024

Job Purpose Summary: 

This role provides administrative and procedural support to the Sustainable Coasts and Seas (SCS) and Marine Ecosystems (ME) Activities, together with the wider organisation, through working on a broad range of routine activities within well established procedures and under regular supervision or following clear guidance. A portion of the role will also be allocated to working with the Scottish Marine Environmental Enhancement Fund (SMEEF). The range of tasks can be varied and will therefore require some understanding of office routines and systems. As a consequence, some planning and organising of own workload is required to ensure that workflow is maintained. The nature of planning and organising in roles at this grade is essentially around timing and sequencing of assigned tasks, i.e. working out the most effective way in which to carry out particular tasks or make sure deadlines are met. 

Key Responsibilities and Accountabilities: 

• Receiving and responding to enquiries from/ to customers, mostly via mailboxes dedicated to particular areas of our work or internal systems, to provide a timely, courteous and effective service to others.
• Some planning and organisation of workload is required to ensure assigned tasks are delivered. However, the nature of planning is essentially about timing and sequencing of the assigned tasks, along with flexibility. 
• Managing information and data such as internal file management (NatureScot and SMEEF use eRDMS) and various data tasks as defined by the Activities.
• Preparing and/ or editing documentation following standard formats and/ or templates.
• Work for SMEEF will include administrative tasks including helping to schedule meetings and assisting with collating reports and maintaining financial and monitoring records. Attendance may be required at some meetings and to occasionally take minutes at meetings. 
• Making routine arrangements and bookings, such as accommodation, meetings and hospitality (including financial aspects), in accordance with clear instructions. This will involve the preparation and organisation of straightforward information, along with note/ action taking as and when required. These tasks will include aspects of procurement such as raising purchase orders, receipting claims, and making purchases using a Government Payment Card (GPC) as required (for both NatureScot and SMEEF).
• Responsibility for the day-to-day operation of systems and equipment necessary for the successful completion of all assigned tasks. 
• Liaise with the marine survey and monitoring team regarding maintaining the marine equipment inventory and assisting with marine equipment servicing schedule and records. 
• Using discretion to identify and resolve issues, referring to the line manager for assistance, as necessary.
• Pre-requisites Required
• Proof of right to work in the UK
• To undertake a Disclosure Scotland application.
• Although Gaelic language is not a pre-requisite, it is a desirable skill in support of our commitment to our Gaelic Language Plan. 
• A driving licence is desirable.

Skills (Please refer to these in your supporting statement) 

• Ability to plan, organise and prioritise workloads, being familiar with own priorities and having an awareness of those of colleagues.
• Ability to work flexibly as part of a team and to use own initiative when appropriate.
• Ability to work accurately (both numeracy and literacy skills) and to deadlines.
• Good communication skills – both written and verbal.
• Experience of using electronic records and document management systems, email, Word, Excel and video conferencing.
• Good knowledge and demonstrable compliance with business systems, policies and procedures.
• An understanding of procurement processes and experience of dealing with financial transactions.

NatureScot’s Net Zero commitment

Whether working at home or in an office, or travelling to meetings and site visits, as a NatureScot you will contribute to our Net Zero plan, for example through positive carbon travel choices.

Application Process

• Internal applicants should read the Self Service Guide (eRDMS A3155575)
• External applicants should read the Online Job Application Guide

All Applicants please note if you have already applied for a vacancy on Fusion please ensure you remove the supporting statement saved in your profile and upload your new supporting statement.

Interviews

External candidates will be invited to interview if we are unable to recruit internally.

For information regarding the vacancy, please contact:

Dr. Cass Bromley, Marine Enhancement Advisor 

Email: cass.bromley@nature.scot

For further information on the application process please contact:

Email: recruitment@nature.scot

Nature is vital to all of us, so it is vital that we are an organisation for all of Scotland. The more diverse NatureScot is, the better we will be in connecting everyone with nature. We particularly encourage applications from people from Minority Ethnic (ME) backgrounds and people with a disability.