Job Description
We are currently seeking applications for a professional business support administrator within the Business Division of the Scottish Government Legal Directorate (SGLD). The team supports approximately 350 legal colleagues across the directorate, providing an interesting, varied and challenging position that offers the opportunity to develop new skills in a highly active legal area. SGLD offers a range of development opportunities including in‑house training and attendance at other courses with corporate learning.
The Business Division is working towards delivering a new and improved directorate‑wide modern and effective support function that ensures all the solicitors we work with receive high‑quality support. We are looking for staff to build a resilient, professional and modern support team, develop the services we currently offer, and create opportunities for team development and skill enhancement. You will contribute your views and ideas to shape a modern support service.
This is a Modern Apprenticeship post.
Responsibilities
- Working within the teams shared mailbox carrying out tasks both independently and as a team. This involves providing support to around 350 colleagues across the directorate by answering general queries and signposting to relevant teams within a hybrid working model.
- Working closely with the Litigation division providing admin support involving print and binding tasks for court preparation often to challenging deadlines, assisting with managing legal mail ensuring this is actioned within court mandated timeframes, dealing with paper documents with an aim of working towards digitisation and providing general ad‑hoc support when required.
- Carrying out directorate IMSO tasks on our records management system (eRDM and eRDM Connect). This involves creating new files, movement of documentation, ensuring document retention and security processes are being followed as well as managing membership of our ad‑hoc groups to allow efficient sharing of documents electronically.
- Working with local teams to support, build and roll out our new case management systems; working within a smaller specially trained group of individuals working to enhance the use of the system across SGLD.
- Assist colleagues within our directorate with training. This can cover both internal system training and external package training such as Microsoft Office (Outlook, Word, Excel, OneNote) This may include 1 on 1 training sessions through buddying and shadowing or assisting with wider divisional training days/events alongside our divisional learning and development manager.
- Working across a number of teams within our Business Division to assist and support on a range of specialties; resourcing, finance, learning and development, paralegal court work, legal library services.
- Management of office tasks– monitoring IT equipment (desk equipment as well as area printers/shredders) and fixing/replacing/reporting when needed, organising equipment to be purchased and sent to colleagues for home working purposes, carrying out inventory and ordering of stationery on a monthly basis.
- Managing and distributing legal mail received on behalf of the directorate. This involves both physical hard copy mail and mail received electronically which has to be identified and distributed to relevant teams.
- Regularly reviewing processes and ways of working and contribute to ideas of how the services we provides can continue to be the most effective. This involves working on building up‑to‑date and informative desk instructions available to the directorate on how to complete tasks on our core systems as well as attending training sessions on any new processes or systems and passing this information on to our directorate colleagues.
Qualifications
As this is a Modern Apprenticeship, throughout the first 12 months the successful candidate will be expected to gain a relevant SVQ qualification in Business Administration. Support will be provided by a qualified assessor who will work with the successful candidate on a monthly basis. Time will be given to work on your qualification.
Success Profile
Success profiles are specific to each job and they include the mix of skills, experience and behaviours candidates will be assessed on.
Experience
- An understanding of IT systems, including Microsoft Office or similar.
Behaviours
- Communicating and Influencing – Level 1
- Changing and Improving – Level 1
- Working Together – Level 1
Working Pattern
Our standard hours are 35 hours per week and we offer a range of flexible working options depending on the needs of the role, including Flexi‑leave. Scottish Government staff in hybrid‑compatible roles should aim to work in‑person 40% of the time, either in an office or other agreed work location. If you have specific questions about the role you are applying for, please contact us.
Security Checks
Successful candidates must complete the Baseline Personnel Security Standard (BPSS), before they can be appointed. BPSS is comprised of four main pre‑employment checks – Identity, Right to work, Employment History and a Criminal Record check (unspent convictions). You can find out more about BPSS on the UK Government website, or read about the different levels of security checks in our Candidate Guide.
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.
Skilled Worker Sponsorship
Skilled Worker sponsorship is not available for this role. As a result, we are unable to appoint candidates who require Skilled Worker sponsorship now or in the future. Applicants must have an existing and ongoing right to work in the UK.
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