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|Job Title: |Executive Support Officer |
| | | | |
| |Negotiable: Edinburgh, Glasgow or Hamilton |Department/Section: |Tribunals Operations, Strategic Business |
|Location: |Tribunals Centre – predominantly home working | |Unit |
| |during COVID-19 restrictions | | |
|Grade: |EO |Starting salary: |£23,802 per annum |
|Responsible to: |Performance and Planning Manager |Number of vacancies: |2 |
| | |
|Contract type: |Permanent (Full Time) |
| |The closing date for applications is 16th April 2021 |
|Closing Date: | |
| |Interviews will be held w/c 3rd May 2021 |
| |Applications must be submitted online via |
| | |
|How to apply |Applicants will be expected to demonstrate an understanding of the work of the Scottish Courts and Tribunals Service |
| |and the ability to communicate effectively, both orally and in written work. To that end, candidates invited for |
| |interview will be asked to complete a short test as part of the selection process. |
| |
|Overall Purpose |
|Tribunals Operations is a directorate within the Scottish Courts and Tribunals Service (SCTS), providing administrative support to a number of |
|tribunal jurisdictions operating in Scotland based in three administrative sites in Glasgow, Hamilton and Edinburgh. There are two posts advertised|
|which will be based either at Edinburgh, Glasgow or Hamilton Tribunals Centre however the posts will be predominantly based from home during |
|COVID-19 restrictions. There will be occasions when travel to other operational sites and SCTS locations will be required. |
| |
|The advertised posts provide excellent opportunities for the successful applicants to be involved in a vibrant and busy working environment and in |
|a key role within the Tribunals Operations Strategic Business Unit. In particular, you will provide executive support to the Executive Director, |
|Tribunals and Office of the Public Guardian, the Director of Tribunals Operations and the Tribunals Senior Management Team (Head of Operations and |
|Tribunals Reform Programme Manager). You will commission work from others, monitor progress on a range of operational matters and follow up on |
|actions as required providing support with secretarial and administrative tasks. You will also be responsible for producing key Performance and |
|Planning and Finance products in the absence of the Performance and Planning and Finance Officers and will line manage an Executive Support |
|Assistant. |
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|The post holders will need to hold, or be willing to build, extensive knowledge of Tribunals Operations and the tribunals it supports, recognising |
|and managing key stakeholders, both internal and external, whilst building an understanding of its aims and objectives. |
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|The posts involve being the first point of contact with people from both inside and outside of Tribunals Operations and the wider SCTS and the |
|successful applicants must be self-motivated, excellent communicators and have an excellent understanding of Microsoft IT packages including: |
|intermediate to advanced Outlook skills, intermediate Excel and Word skills and at least basic Powerpoint skills. |
| |
|The Scottish Courts and Tribunals Service and the Public and Commercial Services (PCS) Union work in partnership so we have open, collaborative and|
|positive working environments, that make SCTS a great place to work, learn and develop, engaging fully with fair work principles and encouraging |
|membership of our recognised trade union PCS. |
|Minimum entry requirements |
|To access information about our minimum entry requirements please click here. |
| |
|Key Responsibilities |
|Provides support to the Executive Director and the Director and manages the workflow generated from their leadership of Tribunals Operations and |
|Office of the Public Guardian leadership, ensuring that actions are followed up and deadlines met; meets regularly with the directors to facilitate|
|this and provides a high quality service that is line with their work habits and preferences; liaises regularly with colleagues in the OPG Business|
|Support Team. |
|Monitors and manages the Executive Director’s and the Director’s emails and correspondence, directs enquiries to, and commissions work from |
|business units, liaising with senior managers and others as appropriate. |
|Provides cover for the day to day management of the Senior Management Team’s (SMT) emails, monitoring progress and ensuring draft replies are |
|received for signature and issued within established protocols. |
|Carrying out background research and presenting findings to the Executive Director, the Director and SMT; commissioning, collating, analysing and |
|producing statistics and preparing draft minutes, reports, documents, briefing papers and presentations. |
|Secretariat for a range of meetings involving key external and internal stakeholders, including drafting agendas, minutes and note taking, liaising|
|with a broad range of contacts and stakeholders. |
|Travelling with the Executive Director, the Director and SMT when required to take notes at meetings or to provide general assistance during |
|presentations and hosting virtual meetings. |
|Keeping up to date with relevant organisational issues and developing a good understanding of Tribunals Operations and wider SCTS aims and |
|objectives. |
|The post holder must be able to remain calm under pressure and will need to be capable of competently dealing with situations in the Executive |
|Director’s, the Director’s and SMT’s absence. |
|Line manages Executive Support Assistant and oversees delegated work. |
|Responsible for internal and external stakeholder engagement and communication across Tribunals Operations. |
|Responsible for covering Performance and Planning and Finance duties in the absence of the Performance and Planning Officer and Finance Officer |
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|The above list is not exhaustive and the job holder may be required to undertake such duties as may reasonably be requested within the scope of the|
|post. |
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|Working Relationships |
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|The jobholder will be required to have contact with the groups identified below. |
| |
|Contact will be by e-mail, letter, telephone, video conference and face to face. |
| |
|(Frequency: Daily; Weekly; Monthly; Occasionally). |
| |
| |
|General Public |
|Occasionally |
|SCTS Executive Team |
|Daily |
| |
|Judiciary |
|Weekly |
|SCTS Directors & Senior Managers |
|Daily |
| |
|SCTS Staff |
|Daily |
|Tribunals Operations Senior Management |
|Daily |
| |
|External stakeholders |
|Weekly |
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|Training and development opportunities |
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|All Scottish Courts and Tribunals Service staff will receive: |
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|local and corporate induction training |
|on the job training |
|a Personal Develop Plan (PDP) as part of regular performance reviews |
|personal online access to training courses and development programmes which are available to Scottish Courts and Tribunals Service staff |
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|The Scottish Courts and Tribunals Service is also an: |
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|Institute of Leadership & Management Accredited Centre |
|SQA Approved Centre |
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| |
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|Employment Checks |
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|To comply with the HMG Baseline Personnel Security Standard outlined by the Cabinet Office the Scottish Courts and Tribunals Service must verify |
|all four elements below for all new staff: |
| |
|Identity - For this purpose you will be asked to provide evidence of your identity if invited to interview and potentially again on your first day.|
|A list of acceptable forms of identification will be set out in your invite to interview letter. |
| |
|Nationality and Immigration Status (including an entitlement to undertake the work in question) - You will be asked to provide proof of your |
|eligibility to work and remain in the UK and the Civil Service. This, along with your identity will be checked at interview. The forms of |
|acceptable documentation will again be noted in your invite to interview letter. |
| |
|Employment History (Past 3 Years) – If you are successful, at least 2 references will be undertaken to verify your employment history and |
|suitability for appointment. For those that have not been in employment for this period, alternative reference checks will be completed e.g. |
|Educational. Prospective employees are additionally required to give a reasonable account of any significant periods (6 months or more in the past |
|3 years) of time spent abroad. |
| |
|Criminal Records Check- By virtue of the Rehabilitation of Offenders Act 1974 (Exclusion and Exceptions) (Scotland) Order 2013 (as amended), the |
|protections of the Rehabilitation of Offenders Act (1974) are disapplied to this appointment in the Scottish Courts and Tribunals Service. This |
|permits us to ask applicants to disclose details of all unspent convictions, unspent cautions (from England, Wales and Northern Ireland) and spent |
|convictions for an offence listed in Schedule A1 of the 2013 Order but only if: 15 years have not elapsed since the date of your conviction if you |
|were aged 18 or over on that date; or 7 years and 6 months have not elapsed since the date of your conviction if you were under 18 on that date. |
|Any spent conviction that is a ‘protected conviction’ does not require to be disclosed. Individuals without existing security clearance will |
|require a standard level Disclosure check completed before employment can commence. Further information on the different types of convictions that|
|should be disclosed in this application form and which are included in a Standard Disclosure can be found at |
|. |
| |
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|Additional to the Baseline Security checks detailed above, the Scottish Courts and Tribunals Service will also undertake the following: |
| |
|Occupational Health Checks – To assess if a candidate is fit for employment and if adjustments need to be made for the successful candidate. |
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|Only after all these checks have been completed and the results found to be satisfactory will the successful candidate be able eligible to commence|
|work with the Scottish Courts and Tribunals Service. Refusal to provide any of the information stated above will be taken into account when making |
|the employment decision and employment may be refused. |
| |
|Secure check |
|Some posts at Sheriff Clerk, Sheriff Clerk Depute level and senior staff posts may require a higher level of security clearance (“Secure Check”). |
|This arises out the implementation of the disclosure provisions in terms of Part 6 of the Criminal Justice and Licensing (Scotland) Act 2010 and |
|allows a civil servant to have access to top secret and secret papers relating to court hearings and information gathered by covert surveillance or|
|infiltration by the security services, drug enforcement agencies, into serious organised crime units. This is to ensure that the court can |
|discharge its function of being able to process all types of criminal business which may come before it. |
| |
|In larger courts the responsibility may also apply to the post which normally covers the Sheriff Clerk. In the Supreme Courts the responsibility |
|may also apply to a small number of posts (sufficient for operational capability related to the average volume of cases where higher level security|
|is required) graded at HEO and SEO and above. |
| |
|If an individual’s “Secure Check” status is not confirmed the individual may, subject to operational feasibility, be given a period of 18 months in|
|which to achieve the “Secure Check” status but will not during that period be able to process work that requires the higher level of security |
|clearance. |
|Corporate/Local responsibilities & requirements |
|The job holder must at all times carry out their responsibilities with due regard to the Scottish Courts and Tribunals Service’s: |
| |
|Values & Behaviours |
|Civil Service Code of Conduct |
|Attendance Management Policy |
|Dignity at Work Policy |
|Conduct and Discipline Policy |
|Equal Opportunities Policy |
|Health & Safety Policy |
|Electronic Communications Policy and Data Protection Act |
|Data Security Policy |
| |
|Job descriptions should be reviewed on a regular basis and at the annual appraisal. Any changes should be made and agreed between post holder and |
|line manager. |
| |
|The above lists are not exhaustive and the job holder may be required to undertake such duties as may reasonably be requested within the scope of |
|the post. |
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