Jobs

This role directly supports the Director of A&S by providing daily administrative support ensuring effective delivery against directorate outcomes and Trust-wide business requirements.

This role is responsible for coordinating meetings, plans, action tracking, budget and information management across A&S and for its four departments of Communications, Fundraising, Marketing and Membership to ensure overall delivery against the Trust’s Corporate Strategy and the directorate’s own activity plans.

It acts as a directorate secretariat making arrangements and bringing together for cross-functional and interdepartmental initiatives and carrying out general administrative processes as required.

KEY RESPONSIBILITIES
• Support the Director of A&S to coordinate, track and report on business activity which fulfils the Trust and directorate strategies:
o Overall tracking of financial transactions and procedures, monitoring and reporting at a whole directorate level. This includes providing support on the placement of purchase orders.
o Data Protection as the directorate’s data champion.
o Information management, e-files & folders.
o Tracking of team compliance with mandatory training.
o Tracking of risks which relate to the team.
o Cyclical formal papers and reports to Board and Executive Committee (ExCo).
o Coordination of any external and internal audit actions.

• Collate A&S objectives and activities into an operational plan; monitoring progress against the plan; reporting progress and liaising with senior colleagues on remedial actions or changes they need to make.
• Coordinate the A&S Planner driving timely input and update across each of the four A&S teams.
• Management of information, collaborative working on Microsoft Sharepoint/Teams file storage & sharing and associated operational guidance
• Document key Audiences & Support work-processes, analysing their effectiveness, and supporting team-leads with their continuous improvement.
• Support the Audiences & Support Director by dealing timeously with paper and email correspondence, telephone enquiries, organisation of meetings, events, lunches, travel, accommodation, diary management, taking/distributing meeting notes or actions, collating credit card transactions and the coordination and provision of support documents (e.g. files, reports, minutes, meeting papers).
• Maintain the Audiences & Support Outlook calendar (schedule key meetings, interviews, events, etc.)
• Supporting the wider directorate with (for example, but not limited to):
o Collaborative team events.
o On-boarding, induction, and training of new (Department) colleagues.
o General administration.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Essential
• Significant experience as a business executive or executive assistant
• Significant experience of working in a multi-team department, and/or across an organisation with multiple departments and locations
• Excellent communication and interpersonal skills – able to interact with wide range of people tactfully and diplomatically, including those with a high public profile – therefore a confident user of the English language (written and spoken)
• Highly organised with excellent planning and administrative skills. Hands on experience in using Microsoft 365, Sharepoint, Teams and Planner
• The ability to maintain absolute confidentiality.

Desirable
• A recognised entry-level qualification in Business Administration or similar.
• An empathy for the work of the National Trust for Scotland.
• A current driving licence valid for driving in the UK.

Application Deadline: Sunday 28/04/2024