1001-359 Operations Support - West - B grade - May 2024

Roles at this grade will typically work as part of a team to provide administrative or procedural support through working on a broad range of routine activities within well established procedures and under regular supervision or clear guidance. The range of tasks can be varied and will therefore require some understanding of office routines. As a consequence, some planning and organising of own workload is required to ensure that workflow is maintained. The nature of planning and organising in roles at this grade is essentially around timing and sequencing of assigned tasks, i.e. working out the most effective way in which to carry out particular tasks or make sure the deadline is met.

Areas of Responsibilities
1. Receive and respond to enquiries from / to customers to provide a timely, courteous, and effective service to others.
2. Prepare documentation / information following standard formal / templates or running and reading reports.
3. Make routine arrangements and bookings, such as meetings and hospitality, in accordance with clear instructions, involving the preparation and organisation of straightforward information, along with note / action taking as and when required.
4. Responsible for the day-to-day operation of systems and equipment necessary for the successful completion of all assigned tasks.
5. Some planning and organisation of workload is required to ensure delegated tasks is maintained; however, the nature of planning is essentially about timing and sequencing of the assigned tasks, along with flexibility.
6. Use discretion to identify and resolve issues, referring to the line manager for assistance, as necessary.
7. Assist with the management of the pool vehicles based locally, ensure monthly vehicles inspections and any repairs, servicing/MOT works to be carried out.

1. Demonstrate the competencies required to undertake the main areas of responsibilities associated with this role gained through working in a similar role OR a qualification equivalent to standard grades in English and Mathematics and some experience of working in a similar role.
2. Demonstrate accuracy with both numeracy and literacy skills.
3. Written and verbal communication skills.
4. Working knowledge of relevant systems, equipment, processes, and procedures including standard software packages, with limited use of non-standard software.
5. Effective planning, organising, and prioritising and familiarity with own priorities and those of colleagues.
6. Understanding of policies and procedures relevant to this role.
7. Understanding of health and safety policies and procedures relevant to this role, and the quality outputs and standards required.
8. Demonstrate customer service / interpersonal / team working skills.
9. Any other reasonable task assigned.
10. Confirmation of Diving License or other means of transport

Essential Skills (Please refer to these in your Supporting Statement)

• Driver's License or other means of transport


• Excellent Organisational skills and the ability to manage busy workload


• A proven ability to work well in a small team


• Competent with the use of MS365, particularly Excel and MS Teams


Desirable Skills

• Experience of dealing with financial transactions


Pre-requisites:

• Right to work in the UK


• To undertake a disclosure Scotland Application


• Although Gaelic language is not a prerequisite it is a desirable skill in support of our commitment to our Gaelic Language Plan.