Description Job Description Are you well organised, with an eye for detail, and excellent interpersonal skills? Transport Scotland is the national transport agency for Scotland and is accountable to Parliament and the public through Scottish Ministers, with a budget of around £3.5 billion per year. Transport is a vital feature of the Scottish Government's focus on increasing sustainable economic growth, and transport investments and policies have major impacts on the economy, people, and the environment. We are currently recruiting for a Personal Assistant (this role) to work in the Environment, Climate and Sustainability Directorate Business Support Team. You will report to the B2 Business Manager. The Environment, Climate and Sustainability (ECS) Directorate exists to work with colleagues across Transport Scotland and beyond to remove the greenhouse gases from the transport system, adapt the transport system to the impacts of climate change, create a just transition to net zero and support environmental improvements to Scotland. ECS is a centre of excellence within Transport Scotland on matters relating to environment and climate change. We are a friendly, diverse and high achieving team, focussed on the art of the possible. We focus on tackling some of Scotland’s biggest challenges and turning them into opportunities. The main role of the Personal Assistant is to work closely with the Director, Business Manager and Senior Management Team (SMT) and build strong relationships with staff across the Directorate to help deliver a professional and efficient administrative support service Responsibilities Proactive diary and inbox management and travel booking to the Director. Specifically, proactively manage diaries to ensure that the Director’s time is managed in a planned and thoughtful way. This includes organising logistical arrangements, travel and preparing papers as well as ensuring regular contact with the CEO, senior management team, directorate colleagues, stakeholders and Ministers; ensuring that contact is prioritised so that time is appropriately allocated to priorities at any point and the longer-term focus is maintained. Ensure the smooth and efficient flow of emails from the Director’s inbox. Specific mailbox management including handling emails directly; co-ordinating responses from unit heads and team leaders as required and, ensuring urgent queries are dealt with and deadlines met. Ensuring efficient back of house services working across enabling functions Providing efficient, effective and proactive support to a team Organising and preparing meetings and events, prioritising tasks and coordinating activity Contribute to the effective running of the Directorate Business Management Team including advising on, and implementing, improvements to Directorate business processes Provide general administrative support to the Directorate including supporting other Admin staff. Process Purchase Orders for equipment for the directorate, maintaining a database of equipment colleagues hold. Deputise for the Business Manager and take forward ad hoc administrative tasks when required. Responsibilities Success Profile Technical / Professional Skills: Data and Insight (Level A) You can find out more about the skills required here: ODP Competency Framework Behaviours: Communicating and Influencing Working Together Managing a Quality Service Delivering at Pace You can find out more about Success Profiles Behaviours, here: Behaviour levels - Success profiles: candidate guide - gov.scot How to apply Apply online, providing a CV and Supporting Statement of no more than 1500 words which provides evidence of how you meet the skills, experience and behaviours listed in the Success Profile above. If invited for further assessment, this will consist of an interview and in-tray exercise. Assessments are scheduled for w/c 7th April however this may be subject to change. Qualifications About Us Transport Scotland is the national transport agency, seeking to deliver a safe, efficient, cost-effective and sustainable transport system for the benefit of the people of Scotland. Transport Scotland is accountable to Parliament and the public through Scottish Ministers, with a budget of around £3.9 billion per year. Transport is a vital feature of the Scottish Government's focus on increasing sustainable economic growth, and transport investments and policies have major impacts on the economy, people, and the environment. The Scottish Government is the devolved government for Scotland. We have responsibility for a wide range of key policy areas including: education, health, the economy, justice, housing and transport. We offer rewarding careers and employ people across Scotland in a wide range of professions and roles. Our staff are part of the UK Civil Service, working for Ministers and senior stakeholders to deliver vital public services which improve the lives of the people of Scotland. We offer a supportive and inclusive working environment along with a wide range of employee benefits. Find out more about what we offer. As part of the UK Civil Service, we uphold the Civil Service Nationality Rules. Working Pattern Our standard hours are 35 hours per week. We offer a range of flexible and hybrid working options depending on the needs of the role. If you have specific questions about the role you are applying for, please contact us. Equality Statement We are committed to equality and inclusion and we aim to recruit a diverse workforce that reflects the population of our nation. Find out more about our commitment to diversity and how we offer and support recruitment adjustments for anyone who needs them. Further information Find out more about our organisation, what we offer staff members and how to apply on our Careers Website. Read our Candidate Guide for further information on our recruitment and application processes. If you require any further information on the post please contact Sarah Melville - sarah.melvilletransport.gov.scot Minimum Time in Post You will be expected to remain in post for a minimum of three years unless successful at gaining promotion to a higher Band or Grade. In the event that further posts are required, a reserve list of successful candidates will be kept for up to 12 months. You must discuss your intention to apply with your current line manager to help ensure release dates can be agreed. Location This post is based in Glasgow or Edinburgh, with hybrid working in line with current Transport Scotland policies. You will be expected to be office based twice per week, pro rata. The post is a full time role, but staff with different working patterns are invited to apply, and we will assess proposed working patterns against the business requirements for this post.