Total 26 Administrative / Clerical job vacancies in Scotland, UK

Department/Unit:

Practice Administration

Work Shift:

Day (United States of America)

Administrative Coordinator, Albany
Practice Administration

The Administrative Coordinator utilizes collaboration and project management skills to assist with assessment, planning, implementation and evaluation of department activities contributing to the success of the department and promoting the department’s brand.

Job Description

• Serves as a technology resource for the department’s technology systems
• Functions as a Business Analyst and provides advanced and confidential administrative support, project management and financial analytics requiring broad experience, skill and knowledge of Albany Medical Center
• Collaborates with multiple departments and provides high-level project support and analytical services
• Provides project management, implementation and research/data analytic services; communication; financial reporting and analysis; vendor evaluation; information systems; as it relates to the successful implementation of strategic goals and objectives of the department and the organization.
• Requires strong multi-tasking capabilities
• Requires adherence to strict confidentiality guidelines

Job Requirements

• Associates Degree
• Working knowledge of computer-based applications and strong PC/ keyboard skills.
• Preferred Abilities, Knowledge and Skills
• Prior experience in customer service.
• Knowledge of medical terminology.
• Strong attention to detail and demonstrated ability to use sound judgment in decision making.
• Excellent organizational skills with demonstrated time management skills.
• Ability to handle high workload volume with many variables, demonstrating flexibility and adaptability.
• Excellent customer service skills (written and verbal), demonstrating the ability to work effectively and efficiently with a diverse population.
• Ability to work well independently as well as within a team unit.

Salary Range: $19.78/hr - $31.66/hr

Thank you for your interest in Albany Medical Center!​

Albany Medical is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Medical Center, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Center policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.

Department/Unit:

HBD - NSR - Neurosurgery General

Work Shift:

Day (United States of America)

Medical Records Clerk, Albany, NY
Neurosurgery Office
Work Schedule: Monday – Friday

We are seeking an Administrative Associate with excellent customer service skills and clerical experience to join our team!

Essential Duties and Responsibilities

• Responsible for registration and scheduling process for complex patients
• Responsible for discussing financial obligation and explaining regulatory forms, as well as answering any questions.
• Works in multiple systems during patient facing interactions and telephone call receipts to complete accurate registration and to support the clinical workflow.
• Answering phones
• Monitoring and processing incoming faxes
• Understands the practice and hospital strategic plan.
• Supports plans, policy and procedures, and initiatives within scope of their departments expectations and role.
• Represents AMC and supports the ideals and principles of their department, the Practice, the Hospital and the Center.
• Exemplify Albany Med CARES guiding principles.
• Is a champion to ensure an optimal patient experience.
• Understands and promotes patient and employee safety as our top priority.
• Promotes a safe environment and promptly reports issues.
• Understands patient safety goals.
• Responsible for updating the system with registration, scheduling and insurance information.

Qualifications

• High School Diploma/G.E.D. - required
• 2-3 years office experience or one year of related experience in a medical practice - preferred
• Experience using an electronic health record and Microsoft Office a plus.
• Excellent customer service skills.
• Ability to multi-task in a high patient volume unit.
• Ability to learn and utilize resources.
• Strong time management skills.
• Ability to review information and draw appropriate conclusions.
• Good judgement and ability to problem solve; escalate issues as needed.
• Strong teamwork skills and work ethic.

Salary Range: $18.00/hr - $21.60/hr

Thank you for your interest in Albany Medical Center!​

Albany Medical is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Medical Center, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Center policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.

Location: UK mainland (hybrid mode with regular travel to clients' sites)

At Lineage, helping to feed the world is more than a job – it’s a purpose we live every day. Lineage is the world’s largest and most innovative provider of temperature-controlled logistics solutions; with +20,000 colleagues globally.

To support our expansion, we are looking for a Business Development Manager to work alongside our well respected and tenured business development team in the UK.

What will you be doing?

Our friendly team will help you immerse yourself in our business by supporting you to meet key colleagues and attending our sites; you will learn and understand how to articulate the value our business brings to its customers.

Once you have done this you will proactively make meaningful connections and build relationships with potential new customers/prospects (such as Supply Chain Directors) to understand their requirements and sell storage space and transportation service that meets their business needs; whilst managing their expectations to ensure that we deliver on those services as promised.

Tasks include:

• Maintaining proactive contact with prospect customers – arranging meetings and keeping in touch – whilst updating records in our sales database
• Dealing with inbound sales queries from potential customers
• Responding to formal tenders
• Creating individually tailored proposals for prospect customers, in line with their specific storage, distribution and ancillary service requirements

Many of our customers like to do business over the phone or on video calls but there is lots of value in meeting with the right customers face to face either on our site or theirs.

What do you need to be successful in this role?

As a market leader we are well known in our industry; and customers are often aware of the value of our services; but this is a relationship driven industry and you will enjoy getting to know potential customers and building longstanding relationships with them.

You will be a proactive person whose naturally inquisitive. If you like to ask questions and get energy from building productive relationships with people, then this is a role you will enjoy.

To thrive in this role, you'll ideally need:

• Experience selling palletised storage space, ideally to the food sector
• Business to business, face to face sales experience
• Sales experience in a structured and professional organisation
• Experience of working to individual targets
• Experience of generating sales leads

What's in it for you?

Aside from a competitive starting salary, company car and other benefits; you're set to gain so much from being part of team.

Our teams win together and do not compete with each other; we offer a friendly and supportive environment and will give you the platform to be successful by learning from seasoned sales professionals.

We are also a global company which is expanding quickly across Europe, and we are investing in our sales and account management capabilities in the region.

Our sales colleagues have access to diverse career paths and have lots of opportunities to collaborate in sharing sales opportunities but also developing their careers.

Want to know more about us?

If you open your fridge freezer around 20% of the products, you see have passed through a Lineage facility; we support customers who keep our schools and restaurants stocked and supplied; and with many of the UK’s leading retailers such as Tesco, Asda, Ocado and Lidl.

We have 14 sites across the UK; and our capacity is being significantly increased; for example, we recently invested in increased storage capacity from 25,500 to 70,000 pallet spaces in our Peterborough site; with the introduction of cutting-edge automation technologies which aim to drive customer value; whilst helping to eliminating waste.

Visit our Youtube page here:

https://www.youtube.com/channel/UCKrT_DOlm4icKdCJ7qNdTgg

Interested? Apply now!

We are an equal opportunities employer and positively encourage applications from persons regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

INDUK

Why Lineage?

We are a global company with more than 22,000 employees spanning 20 countries and more than 400 locations across North America, Europe, Asia-Pacific, and South America.

At Lineage Logistics, we have a shared purpose; we are transforming the food supply chain to eliminate waste and help feed the world. This means working at Lineage is not just a job – it’s an opportunity to innovate and put your mark on how food moves from the farm to dinner tables around the world. As a member of our team, you will be a critical link in the food supply chain.

Our shared purpose drives everything we do in all parts of our organisation, from the warehouse floor to the office. Our team members are passionate about the impact they make every single day.

We are an equal opportunities employer and positively encourage applications from persons regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. At Lineage we also recognise that Ex-Military, veterans, and military families have great experience with transferable skills and core values that can add significant value to our organisation.

Benefits

 

As a Lineage team member, we aim to provide everything you and your family need to thrive. That’s why we offer competitive rates of pay, paid time off, skills training, and development opportunities to grow a long and fulfilling career with us – plus generous financial rewards when you successfully refer new employees. This is enhanced by recognition schemes (so that your hard work won’t go unnoticed), plus the chance to make your salary go even further with our cycle-to-work scheme and preferential rates for loans and savings courtesy of a leading credit union.

Your everyday wellbeing is also important to us, so we will provide you with all the protective equipment you need to be safe and comfortable at work, and you will have access to a free 24/7 employee assistance phone line, which offers confidential counselling and advice. With all of this offered against the backdrop of a fun and social environment in which you will be supported by a team who enjoy helping each other in achieving their goals, we are confident you will excel with us.

Department/Unit:

Community Outreach And Medical Education

Work Shift:

Day (United States of America)

Administrative Coordinator
Health Equity Project

The Division of Community Outreach and Medical Education at Albany Medical College (AMC DivCOME) seeks a passionate and qualified individual to provide administrative and program coordination support for the Health Equity Project. The person in this role helps to administer community-based programs including communicating with community partners, coordinating medical student participation, supporting community-based service learning within an academic medical setting, and providing direct assistance to community members and patients.

Essential Duties and Responsibilities

• Assist with implementation of the Health Equity Project (HEP).  This program provides support to community members and patients in addressing healthcare system and social determinant of health-related needs such as accessing health insurance, finding a primary care provider, addressing food insecurity, or arranging medical transportation.
• Train as a Certified Application Counselor with the NYS of Health and complete annual recertification training.  Utilize this training to assist individuals enrolling in health insurance.
• Provide direct assistance to HEP clients and patients at community and clinical sites in Albany.
• Assist with program evaluation and tracking activities.
• Work as part of an interdisciplinary team with medical students, graduate students, physicians, community organization staff, and AMC faculty.
• Oversee medical student activities and scheduling.
• Other duties as assigned.
   

Qualifications

• Bachelor’s degree in public health, social work, health related field or liberal arts.  Master’s degree in a related field preferred but not required.
• Knowledge of medical terminology.
• Professional experience in public health, social work, case management, or healthcare administration.
• Experience working in diverse and/or underserved communities.
• Knowledge of public health and social factors that impact healthcare.
• Excellent written and oral communication skills.
• Ability to organize work effectively, set priorities, and manage time.
• Experience creating reports and training documents.
• Commitment to social justice and equity in healthcare.
• Proficiency with Microsoft programs including Outlook, Teams, Sharepoint, and Excel.
• Strong attention to detail and demonstrated ability to use sound judgment in decision making.
• Excellent organizational skills with demonstrated time management skills.
• Excellent cultural humility, competency and integrity skills demonstrating the ability to work effectively and efficiently with a diverse population.
• Ability to work well independently as well as within a team unit.

Salary Range: $19.79/hr - $33.10/hr

Thank you for your interest in Albany Medical Center!​

Albany Medical is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Medical Center, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Center policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.

As Senior Account Manager, you will play a critical role in the customer experience, working to expand and retain the company’s largest and most strategic business relationships and work across business lines within your assigned accounts and cross functionally within the company.

Location: Any UK, not too remote (Home office with travel to sites and clients')

Having drastically increased our European footprint in a short period, we are looking to appoint a Senior Account Manager for the UK.

What you will be doing

As Senior Account Manager, you will play a critical role in the customer experience, working to expand and retain the company’s largest and most strategic business relationships and work across business lines within your assigned accounts and cross functionally within the company.

In this role, you will build relationships with our clients at senior and executive level, developing a global vision of partnership, including at European level.

You will

• Develop Continuous Improvement Roadmaps (CIR) and Strategic Growth Plans for your assigned accounts in partnership with the Sales Managers
• Identify and pursue new business opportunities and products not under contract with your assigned accounts
• Increase customer retention and profitability by identifying opportunities to reduce waste, seamlessly on-board new business, manage compliance to Key Performance Indicators that allow the right to grow with your assigned accounts
• Follow the appropriate methodologies for selling and account management strategy
• Focus on customer retention and satisfaction across all facilities and lines of business
• Conduct regular business reviews with assigned accounts and provide volume forecasts to operations business partners
• Act as single point of contact for your assigned accounts at senior level, working together on global solutions, and resolve any issue escalated to you.

Who we’re looking for

To be successful in this position, you will need a high-level understanding of our industry, systems and procedures and be able to communicate these effectively at all levels through our client’s business.

Many of our clients have an international presence so it is essential to be able to interact with them at senior/executive level, demonstrating your ability to build strong ties and support their vision with our global solutions.

We need you to:

• Be a respected industry leader with strong market credibility gained through integrity when interacting with key stakeholders
• Have experience with a regimented Continuous Improvement Structure
• Demonstrate experience in contract negotiation, navigating complex organizations, and being successful in meeting sales or equivalent goals
• Be ready to travel up to 50%

You will also have:

• 5 years account management, business development, or sales-related field in Logistics/Supply chain
• A good level of computer skills including Microsoft Office Suite

What's in it for you?

Aside from a competitive starting salary, you're set to gain so much from being part of high quality and collaborative team.

You will be part of a large multi country team with its supportive leader; and experienced colleagues to learn from – this is a great development opportunity to learn new skills. Our leadership culture focuses us on developing talent internally; this is a great opportunity to grow your career at a leading global company.

We are also expanding quickly across Europe, and you will feel the impact of your work, as the ‘tip of the spear’ playing a critical role in realising our purpose of transforming the supply-chain to eliminate waste and help feed the world

Why Lineage?

We are a global company with more than 22,000 employees spanning 20 countries and more than 400 locations across North America, Europe, Asia-Pacific, and South America.

At Lineage Logistics, we have a shared purpose; we are transforming the food supply chain to eliminate waste and help feed the world. This means working at Lineage is not just a job – it’s an opportunity to innovate and put your mark on how food moves from the farm to dinner tables around the world. As a member of our team, you will be a critical link in the food supply chain.

Our shared purpose drives everything we do in all parts of our organisation, from the warehouse floor to the office. Our team members are passionate about the impact they make every single day.

We are an equal opportunities employer and positively encourage applications from persons regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. At Lineage we also recognise that Ex-Military, veterans, and military families have great experience with transferable skills and core values that can add significant value to our organisation.

Benefits

 

As a Lineage team member, we aim to provide everything you and your family need to thrive. That’s why we offer competitive rates of pay, paid time off, skills training, and development opportunities to grow a long and fulfilling career with us – plus generous financial rewards when you successfully refer new employees. This is enhanced by recognition schemes (so that your hard work won’t go unnoticed), plus the chance to make your salary go even further with our cycle-to-work scheme and preferential rates for loans and savings courtesy of a leading credit union.

Your everyday wellbeing is also important to us, so we will provide you with all the protective equipment you need to be safe and comfortable at work, and you will have access to a free 24/7 employee assistance phone line, which offers confidential counselling and advice. With all of this offered against the backdrop of a fun and social environment in which you will be supported by a team who enjoy helping each other in achieving their goals, we are confident you will excel with us.

JTL is one of the largest work-based training providers in England and Wales. But dealing as we do with more than 3,000 businesses and over 7,000 learners, our success depends crucially on the skills of a highly skilled Accounts Department - and you could now join our team in a Hybrid role.
This is an exciting opportunity for you to support a dedicated purchase ledger function and work as part of a team responsible for providing an efficient and accurate service at all times. This will entail matching invoices to purchase orders, chase relevant departments on any queries relating to invoices. In addition, you will be required to reconcile statements, process payment runs and respond to supplier queries in a timely manner. You will be required to assist the Senior Manager with monthly prepayments and accruals.
With good GCSE Maths (A-C or equivalent), previous experience within a similar Finance role is essential, it’s desirable if are full or part-qualified AAT accountant with income/sales ledger experience gained in an accounts department. A working knowledge of computerised accounts programmes, especially Sage, is essential - and your good IT skills will ideally include competence in Excel. As you would expect, excellent communication, attention to detail and teamwork skills are vital in this role.
In return, we can promise you an attractive salary, benefits including a pension and life assurance, ongoing development, and a genuinely supportive working environment.
We welcome applicants from all sections of the community. JTL is committed to safeguarding and promoting the welfare of young people and expects all its employees to share this commitment in conjunction with the requirements of the Prevent Duty and the positive promotion of modern British values
A DBS disclosure will be required.

Job Purpose:
To undertake routine duties in support of the Finance function and maintain an accurate purchase ledger within Sage X3.

Key Responsibilities and Accountabilities:
• Accurately match invoices to Purchase Orders on X3.
• Chase relevant departments when invoices are received without a PO or when items need receipting.
• Administer the processing of payments to colleges,
• Administer payments by Direct Debit ensuring they are accurately recorded.
• Reconcile supplier statements raising any discrepancies with the supplier.
• Process payment runs (BACS) in accordance with supplier payment terms.
• Maintain accurate purchase ledger records, reconciling supplier accounts monthly.
• Respond to supplier queries in a timely manner.
• Assist the Senior Manager Accountant Controller with monthly prepayments and accruals.
• Actively engages in other such duties, under the discretion of the Purchase Ledger Supervisor as and when necessary.
• All duties will extend across the JTL Group and will include CompEx Certification Limited, Develop Training Limited and JTL.





Person Specification

Essential Requirements:
• Previous experience within a similar Finance role.
• GCSE Maths 4 and above (A-C) or equivalent.
• Good IT skills, including use of Excel.
• SAGE knowledge.

Desirable:
• AAT qualified, or studier.

Contacts:
Internal:
Accounts
Regional Managers
Training Officers

External:
Suppliers
JIB, EAL, City & Guilds

Competencies

7 Core Competencies:
Customer Focus Level 1
Communication Level 1
Teamwork Level 1
Planning & Organising Level 1
Achieving Results Level 1
Adaptability Level 1
Quality Standard Level 1

1 Role-Specific Competency
Accuracy Level 1

Proud member of the Disability Confident employer scheme

Applications are invited for an Administrative Officer (Equality) (1.0 FTE) to join the Glasgow School of Art within the Mackintosh School of Architecture.

As Administrative Officer, you will join a busy team within a teaching department which delivers courses at Degree, Diploma and Postgraduate level.

The post holder will work as part of a small team, providing administrative support for all aspects of academic quality assurance and compliance by: ensuring MSA aligns with academic standards and quality assurance processes at GSA; overseeing PSRB compliance; overseeing administrative aspects of student misconduct cases; Board of Studies committee management; overseeing processing of and providing advice/guidance in respect of GDPR/Data Protection compliance.

The role will provide administrative support for recruitment and admissions, course delivery, assessments, student feedback, visiting lecturers/critics, study trips as well as committee servicing for programme/School committees. Educated to Higher Grade level (or equivalent) and/or have relevant experience in an administrative position, preferably within an HE/FE environment, you will have knowledge and experience of all Microsoft Office applications.

For full details of the role and the person specification, please download the job description below.

Download: job description.

Closing date for submission of completed applications: Friday 5th January 2024, 23:59pm.

Interview for this role are anticipated to take place from week commencing 15th January 2024.

For full details and to apply online, please visit: https://www.gsa.ac.uk/

If you have any questions regarding the role, please contact hr@gsa.ac.uk

The Glasgow School of Art is committed to ensuring equality of opportunity in work and study. We strive to create and maintain an inclusive environment where all students and employees feel safe, understood and valued. Applications are welcomed from candidates regardless of age, disability, sex, ethnic or religious background, gender identity or sexual orientation, marital status, pregnancy, maternity, caring responsibilities or care experience.

We recognise we do not have the diversity of staff that we want and we particularly welcome and encourage applications from candidates who identify as being from a Minority Ethnic background, who are underrepresented at The Glasgow School of Art.

To view our full Equality statement, please click here.

Registered Charity Number SC012490.

STRICTLY NO AGENCIES.

Job Category : Operational & Support Staff
Location : Service Headquarters, Carmarthen, Mid and West Wales Fire and Rescue Service
Hours Per Week : 37.00
Start Date : immediate start
Start Time : 09:00
End Time : 17:30
Salary: £12.02

About this Job
A challenging and exciting opportunity exists for the right person to form part of Mid and West Wales Fire and Rescue Service in the post of a Clerical Assistant. The successful individual will be responsible for providing clerical support to the Operational Equipment and Assurance department and to attain the department’s goals and effective and efficient administration of the Operational Support team with the use of the dedicated computer applications to record and maintain records. You will be responsible to process and monitor, cross-reference and confirm validity, and accurate completion of works before passing to finance and allocate work streams for the operational support team of hydrant inspectors.







The Person
Suitable applicants will have already demonstrated achievement with the appropriate administrative qualifications at NVQ Level 4/HNC/HND and/or appropriate experience.

You will have the skills and aptitudes to operate effectively at a Clerical Assistant. If you are highly organised, a confident communicator with sound judgement and a proven track record in admin, this is an opportunity to drive forward an exciting role for the fire and rescue service, in an area that offers excellent working and living conditions.


The successful applicant will be based at Fire Service Headquarters in Carmarthen, which administers 58 fire stations and 1300 staff with a budget of over £63 million. Mid and West Wales provides a beautiful environment in which to live and work, and the opportunity for a high quality of life.


1. Appropriate administrative qualifications at NVQ Level 4/HNC/HND and/or appropriate experience




2. Current Driving Licence 


KNOWLEDGE


3. Knowledge and understanding of the services provided within the Operational Equipment and Assurance Department




4. Experience in Microsoft Office packages and various other software packages 



5. Knowledge of Operational Equipment and Assurance Department policies and procedures 







EXPERIENCE


6. Experience of day-to-day office administration 



7. The ability to work under pressure to tight deadlines, often having to prioritise to meet unexpected or changing workload 


8. Experience in dealing with members of the public 

We are looking for an experienced Accounts Payable Clerk to join a well-established, family-run SME based in Aldridge. You will be a key part to our client’s small but growing Finance Department and will be responsible for ensuring that all invoices are accurately processed and paid on time in compliance with company policies and procedures. You will have a keen eye for detail, strong accounting skills, and the ability to work well under pressure.

Key Duties and Responsibilities

Day to day control of the accounts email address.
Ensuring emails are forwarded to the appropriate team member.
Registration and processing of all invoices & credit notes daily in line with the AP process.
Identification & posting of purchase invoices & credit notes to sales projects where applicable.
Daily posting of payments to the AP system, ensuring allocations completed.
Creating & reviewing weekly suggested payment reports for review by the senior financial controller.
Maintenance of the accounts payable ledger, ensuring all information is kept up to date.
Continual development of the AP ledger to ensure maximum functionality.
Providing holiday/sickness cover where appropriate.
Approval of PO numbers in line with agreed approval levels.
Maintaining open channels of communication with key stakeholders within the business.
Requirements

Proven experience in a similar role
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills in a fast-paced environment
SAGE / ERP system experience
Intermediate Excel skills
Knowledge of CIS tax (desirable)
Hours: Mon – Friday 7.30am – 4.30pm – office based

Benefits

Salary of £25k – £32K (negotiable depending on experience)
Free parking

Principle Purpose of Position:

To lead day to day administration of the office to keep all office systems running smoothly, answering queries and ensure that tasks and systems are maintained in support of all other teams – including but not limited to contractual document review process, general forms, PQQ’s, travel, vendor onboarding and process document administration on Gateway.



Key Roles and Responsibilities:

Evaluate administrative support staff on a quarterly basis by completing and recording staff appraisals, with monthly 121s in between
Manage task ownership with team members in a timely manner and hold yourself and team members accountable to KPI targets and dashboard metrics, and then prepare the KPI statistics for publishing on the company dashboard
Co-ordinate with other internal departments to ensure the completion of tasks
Support admin manager to ensure all processes are compliant with ISO legislation with assistance from QHSE manager, and support the review and implementation of changes to commercial insurance requirements along with utilities management
Supervise, coach and mentor members of the admin team ensuring all training is recorded
Manage vehicle fleet including reporting on movement of vehicles, vehicle maintenance, driver management, vehicle safety and compliance, operational efficiency and tax compliance
Manage admin daily task Smartsheets including amending related smartforms, logic and notifications where necessary, and the admin inbox
Drive a continuous improvement culture by reviewing admin processes and procedures and suggesting new or better ways of working
Evaluate inventory and order office supplies on a monthly basis in conjunction with admin budget
Answer telephones and cover reception on a rota basis
Skills:

Strong leadership skills to constantly drive continuous improvement with a collaborative approach whilst implementing process change
Motivate a team to work together in the most efficient manner and show strong communication skills in all mediums to work alongside other teams
Excellent organisational, planning and prioritising skills in a busy, changing environment, with the ability to multitask and ‘think outside the box’
Research, reporting and strong statistical analysis skills
Awareness and ability to identify tasks as they are needed and take responsibility for these
Competence with IT Systems along with being proficient in Microsoft Excel and be able to run and create functions, pivot tables and charts
Qualifications:

GCSE Maths & English at grade C / 4 and above
NVQ in business administration (preferred but not essential)
Team leading qualification (preferred but not essential)
Experience:

Proven experience in an office environment successfully leading, coaching and developing a team, and implementing change and development within a business to drive continuous improvement
Knowledge of processes, procedures and non-conformities advantageous
Experience working in the construction industry

Job title: Personal Assistant (known internally as PA to the Executive Director of IT, Transformation & Digital)
Salary: £24,480 - £26,967
Hours: 35 hours per week
Location: Flexible (Any Care Inspectorate office)
Contract: Permanent
About us
We are the national regulator and scrutiny body responsible for providing assurance and protection for people who experience care services, their families, carers and the wider public, as well as supporting delivery partners to improve the quality of care for people in Scotland. Our vision is that people across Scotland experience high quality care that meets their needs, rights and choices.

We are a scrutiny body that supports improvement. We inspect individual care services and we also work with other scrutiny bodies to inspect the social care and social work services people are experiencing in their local areas.

Our desire is to achieve an effective and balanced way of working, that enables us to meet organisational needs and achieve a work-life balance that promotes wellbeing and collaboration opportunities. We are moving towards an expectation that all staff will work collaboratively, within and across teams, in person for a minimum number of days each week.

About the role
We are looking to recruit a Personal Assistant, reporting to the Executive Support Officer, to provide high quality, confidential PA support to the Executive Director of the IT and Digital Transformation Directorate, which is responsible for operational service delivery, business change and strategic transformation within the Care Inspectorate The Executive Director leads teams in delivering complex, full-cycle business change, transition and digital transformation projects. This role will form a key part of the Executive Director’s leadership team and will provide ad-hoc administrative support to that team.

This role will include checking and prioritising the Executive Director’s email correspondence and meeting invitations; developing and administering a system for dealing with enquiries and composing responses to routine correspondence and co-ordination of the Executive Director’s diary by arranging meetings, events, booking venues, and organising hospitality for visitors, as necessary. The role will also cover the preparation of agendas and paperwork for meetings, minute-taking, and monitoring of action records.

About you
You will have experience of providing PA support to senior management in a fast-paced change environment. You are highly organised and able to plan and manage your time and work streams efficiently and effectively. You understand that priorities and deadlines can change quickly, and you respond flexibly and effectively. You will have a proactive approach and be confident in using your own initiative. Your attention to detail is meticulous and you have a clear commitment to maintaining high standards. You are a great team worker and able to build and maintain good working relationships. You will have excellent word processing and IT skills with experience of Microsoft applications.

You will also have experience of diary management and minute taking.

Next steps
You’ll find more information in the job profile and person specification.

If you require any further information, or for an informal chat, please contact Anne Campbell via email at anne.campbell@careinspectorate.gov.scot – please include a contact telephone number and times that would be best to reach you in your email.

If you believe that you are a suitable candidate for this post, please download and complete an application form and equal opportunities form and submit it by email to recruitment@careinspectorate.gov.scot by 08:00 on Monday 8 January 2024.*

It is anticipated that the interviews and skills assessment for the role will take place in the week commencing Monday 15 January.

*Please note that this advert may close earlier on Monday 18 December if we receive a sufficient number of applications ahead of the closing date, with interviews taking place in week commencing Monday 8 January.