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Ref no:
400476
Published:
23/10/2024
Closes:
06/11/2024
Location:
First Floor Moray House, Forthside Way, FK8 1QZ
Salary:
£23,049 - £25,587 per year
Contract Type:
Permanent
Position Type:
Full Time
Hours:
35 hours per week
Work From Home:
Hybrid

About WICS

WICS is the economic regulator of Scottish Water, the publicly owned provider of water and sewerage services across Scotland. Scottish Water serves over 2.5 million households and 150,000 businesses and has a turnover of £1.3bn.

WICS is a non-departmental public body with statutory responsibilities. Our role is to challenge Scottish Water to achieve long-term value and provide best-in-class levels of service for its customers and communities. We also oversee the competitive retail market for non-household water and sewerage services in Scotland.

WICS is a small team, working at the forefront of economic regulation, across 32 roles we employ economists, strategists, analysts, communicators and a range of support staff.

Find out more about our role at www.wics.scot

About the role

As our Administrative Assistant your responsibilities will include providing logistical and general administrative support to ensure the smooth operation of our office. You will play a vital role in supporting colleagues across the office, including to the leadership team and our Board Members.

This role will initially be home-based, but as we transition to a hybrid working model, it is likely that the position will be office-based due to facilities management responsibilities. You will need to demonstrate experience across a range of key responsibilities:

Administrative support

  • Manage WICS’ contacts, calendars and appointments for colleagues, leadership team and Board Members.
  • Organise meetings, including preparing agendas, taking minutes and distributing relevant documents.
  • Act as the first point of contact for external stakeholders and managing WICS’ contacts.
  • Monitor mailboxes and correspondence, including drafting and managing responses coordinating with colleague as required.
  • Maintain and update office records, files and databases.
  • Support recruitment campaigns including arranging assessment centres and acting as a point of contact for candidates.

Meetings and facilities

  • Handle logistical requirements for internal and external meetings and events, including managing facilities, sending invites, and arranging travel.
  • Investigate and book staff travel, accommodations, and prepare travel forms and purchase orders.
  • Assist the leadership team in developing hybrid working arrangements, including office space management, leases, and supplier/contractor relationships.

Logistical support

  • Provide general office support, including ordering supplies and liaising with vendors and service providers.
  • Facilitate staff learning and development by sourcing and scheduling training courses.
  • Administer the induction programme for new employees and manage all onboarding and offboarding processes.
  • Conduct annual workstation assessments, ensuring staff have the necessary equipment, and manage logistics, storage, and asset management.
  • Ensure compliance with health and safety regulations.
  • Provide project support for cross-functional office projects.

About you

We are looking for a dedicated and highly organised individual who can provide high quality support across the office’s regulatory and operational functions. You should be able to demonstrate the following key skills and competencies:

  • Experience providing administrative support in a fast-paced environment
  • Demonstrable interpersonal and networking skills with the ability to communicate with staff and industry stakeholders at all levels
  • Highly organised and proactive and able to work with minimum supervision
  • Demonstrable ability to work as part of a team
  • Excellent written communication skills and attention to detail
  • Highly proficient with the MS Office suite

Benefits

We offer additional benefits including:

  • Learning and development opportunities
  • Public sector pension, with 27% employer contribution
  • Generous annual leave entitlement, with an additional 3 days after 5 years’ service
  • Flexible working arrangements
  • Family-friendly policies including enhanced maternity and paternity pay
  • Paid leave for volunteering

How to apply

Please visit https://wics.scot/publications/careers/administrative-assistant for more information about this role.

Please submit a one-page CV along with a one-page cover letter evidencing how your skills and experience meet the criteria for this role to recruitment@wics.scot. Please include the following reference in the subject line of your email to us: WICS-AA-2024

Applications close on the 6 November 2024 at midnight. Successful candidates will be invited to a panel interview thereafter.

Eligibility to work in the UK

All applicants must be eligible to work in the UK at the time of employment. For further details regarding the eligibility criteria please access the UK Government website by following this link: https://www.gov.uk/prove-right-to-work.

Equal opportunities policy

We are an equal opportunities employer. We welcome applications from candidates who have a disability and who satisfy the basic criteria.

Reasonable adjustments to the recruitment process will be made where necessary to ensure that no applicant is disadvantaged in the process because of their disability. Please get in touch with our team at recruitment@wics.scot if you would like to discuss this in more detail.