Corporate Administrative Assistant

Job Description

To work as part of a small team within the Corporate Management Team (CMT) Admin Hub providing a confidential, personal secretarial service for the CMT Hub (Hub). 

Requirements

• Provide a personal and confidential secretarial support service within the Hub.
• Provide secretarial support for the Chief Executive and Depute Chief Executives – aka Corporate Management Team (CMT).
• Liaison with Elected Members, Scottish Government and National Bodies.
• Preparing reports, minutes and other documentation and correspondence.
• Provide a research and information service for CMT.
• Work processing file management duties (electronically).
• Develop and Review Office Producers. 

Responsibilities

Provide a personal and confidential secretarial support service within the Hub.

Provide secretarial support for the Chief Executive and Depute Chief Executives – aka Corporate Management Team (CMT).

Liaison with Elected Members, Scottish Government and National Bodies.

Preparing reports, minutes and other documentation and correspondence.

Provide a research and information service for CMT.

Work processing file management duties (electronically).

Develop and Review Office Producers.

 

The Individual

Experience of working in a secretarial role for senior management; including organising and supporting meetings.

ICT skills, experience of MS Office, Word, Excel, PowerPoint and Teams.

Good general secondary or further education e.g. 3 Scottish Highers (grade C or above) including English, Administration and/or Business (or equivalent of).

Recognised qualification for Secretarial studies e.g. Administration and Information Technology (HNC) (or equivalent of).

Awareness of issues affecting local government.

Good understanding of how the Council is structured and organised.

Attention to detail and high level of accuracy in work.

Flexibility and adaptability.

Ability to communicate effectively, verbally and in writing at all levels.

Possession of excellent analytical, evaluative, creative and decision making skills.

Ability to manage and prioritise workload; specifically managing fluctuating demands. Use initiative in achieving solutions to problem solving situations.

Ability to produce work from PC/laptop using a number of different Microsoft platforms.

Appreciation and acceptance of, and commitment to the importance of confidentiality.

Knowledge of M365, Microsoft Project, PowerPoint and Teams.

Ability to relate to Corporate and Senior Management Team, colleagues, staff and the public.

Able to work and respond positively under pressure.

Effective communication and interpersonal skills.

Approachable and willingness to help.

Discretion and a mature approach.

Tactful and diplomatic.

Enthusiasm for a demanding post, demonstrating a flexible approach.

Ability to work as part of a team.

Availability and willingness to work outside of ‘normal’ working hours on occasion to meet the demands of the Hub.

 

Temporary position up to 12 months

 

Closing date :  26 July 2024

Starting salary: £29,142.10 (pro rata)

£15.46 per hour

29 hours per week

 

For more information contact (Acting) Office Manager, Alison McLaughlin: alison.mclaughlin@moray.gov.uk / 07929785043