Job Description

Details

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Reference number

406950
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Salary

36,964 - 42,244
Starting salary is 36,964 with the maximum salary on this scale being 42,244 subject to future COPFS pay awards. All payments are pro rata for part-time staff.
A Civil Service Pension with an employer contribution of 28.97%
GBP
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Job grade

Higher Executive Officer
D###

Contract type

Permanent###

Type of role

Business Management and Improvement

Project Delivery###

Working pattern

Full-time###

Number of jobs available

1

Contents

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Location About the job Benefits Things you need to know Apply and further information

Location

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Crown Office, Edinburgh




You will primarily work from Crown Office, Edinburgh with occasional working from Legal House, Glasgow. There will be occasional travel to other offices, as required. There are opportunities to work from home for part of the week (likely 3 days per week but will vary based on business need).




Home working and flexible working opportunities are available under our Agile working policy on agreement with Line Manager.

About the job

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Job summary

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About the Role:

Are you a highly organised, proactive professional with a talent for strategic thinking and executive support? Do you thrive in fast-paced environments where your ability to manage competing priorities and drive business outcomes makes a real difference?


The People Directorate at the Crown Office and Procurator Fiscal Service (COPFS) is seeking an exceptional Executive Business Manager to support the HR Director and Senior Leadership Team. This is a unique opportunity to play a pivotal role in shaping the future of HR and learning and development across Scotland's prosecution service.

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Additional Information:

If you would be interested to learn more about this role, please see our application pack on our website for further job details, salary information and assessment guidance.

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Job description

The Executive Business Manager is an exciting new role that will support the HR Director and People Directorate Senior Leadership team.


You will provide full executive support to the HR Director and the People Directorate Senior Leadership team. You will ensure they use their time in the most efficient way possible, supporting and enabling them to deliver on People Directorate commitments.


Acting as a trusted partner you will work independently and with minimum supervision to manage a wide range of responsibilities from carrying out research on various topics and developing briefing papers; drafting presentations, formal papers, and scoping papers; creating, refining, and managing business plans; and tracking and managing budgets.

Overall Responsibilities

Be a point of contact for the HR Director and Senior Leadership team as needed, handling their correspondence and drafting communications on their behalf Create reports and presentations from scratch, edit and author content of reports and papers - often on complex matters Directly manage projects and events, as required Take responsibility to ensure that key documents such as the Business Continuity Plan, Risk Register, Comms Plan, and Business Plans are kept up to date, key actions are completed and that target dates are met Assist, and where appropriate lead, in the planning, co-ordination, and execution of projects, tracking and managing project progress to ensure deadlines are met, taking proactive or remedial action where necessary

Role Specific Duties

Track, proactively manage, and report on completion of action points, tasks and deadlines, taking remedial action where required Track, collate and disseminate information relating to Key Performance Indicators (KPIs), including ensuring adherence to business plans, taking preventative or remedial actions as necessary Play an active role in budget preparation, monitoring expenses, and ensuring adherence to financial guidelines. Develop and maintain excellent working relationships with colleagues in the People Directorate and the wider organisation Provide administrative support as required to the HR Director and Senior Leadership team, always with impeccable grammar, spelling, and punctuation. Actively manage queries, as required, providing comprehensive responses or passing to the relevant teams within the People Directorate for action, following up as appropriate; or where neither is appropriate, prepare a briefing for the HR Director or Senior Leadership team. Where required, arrange meetings, resolve scheduling conflicts, and ensure that papers arrive on time Prepare dynamic agendas, tracking actions and orchestrating flawless meeting logistics. Your unwavering commitment to confidentiality, discretion, and integrity is key, as you professionally represent the HR Director and Senior Leadership Team You will thrive under pressure, effortlessly managing multiple areas of work often with competing priorities

Please note this is not an exhaustive list and other duties will be required of the post holder.

Information About the team

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The People Directorate comprises HR and the Scottish Prosecution College (SPC) which provides Learning & Development for our staff. The HR team is largely based in Crown Office, Edinburgh, and the Scottish Prosecution College is largely based in Legal House, Glasgow.


The People Directorate Senior Leadership team currently consists of the HR Director and two Deputy HR Directors and are regularly based in Edinburgh and less regularly in Glasgow.


The postholder will be require to regularly work in Crown Office, Edinburgh and less regularly in Glasgow.

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Person specification

Where you will really excel and add value in this role will be through your highly adapted skills in anticipating need, developing strong working relationships, deploying investigative and research skills, drafting papers and presentations from scratch, managing and tracking progress on projects including taking preventative or remedial action, and stretching beyond your comfort zone to assume new responsibilities.


The role requires sound judgement, strong prioritisation skills, and the ability to build and navigate relationships with senior leaders and managers throughout COPFS, wider government, and external stakeholders. With an understanding of COPFS' work, the Executive Business Manager will handle highly confidential matters with discretion and work closely with the Heads of Department within the People Directorate to deliver an efficient and effective operation to enable the HR Senior Leadership team to focus on strategic priorities by providing reliable, consistent, and proactive support.


The ideal person for this role will be someone who thrives in a fast paced and dynamic environment, has an exceptional eye for detail, and is able to manage multiple tasks with ease. You will need to be a problem solver, strong communicator, and someone who is comfortable working both independently and as part of a close-knit team.

Essential Criteria

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Please note the competencies referred to in this pack form the key essential criteria for the role. You will also be required to demonstrate:

Extensive experience as an Executive Assistant, Executive Business Manager, or in a similar administrative role that was focused on supporting senior leaders or managers to support delivery of business priorities A calm and flexible approach, with a positive and proactive attitude Excellent communication skills with the ability to communicate effectively with staff at all levels and external stakeholders Discretion and professionalism when handling confidential matters Outstanding organisation skills, including the ability to manage multiple priorities in a fast-paced and changing environment Excellent attention to detail, impeccable grammar and spelling with the ability to proofread and notice errors in large and complex documents Proactive and able to work with minimum supervision Strong working knowledge of the MS Office Suite (Word, Excel, PowerPoint, Outlook)

Benefits

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Alongside your salary of 36,964, Crown Office and Procurator Fiscal Service contributes 10,708 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.Learning and development tailored to your role An environment with flexible working options A culture encouraging inclusion and diversity A Civil Service pension with an employer contribution of 28.97%

Things you need to know

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Selection process details

We offer an excellent range of benefits which include:

25 days paid holiday + 11.5 public and privilege holidays (rising to 30 days paid holiday after 4 years). Generous Civil Service Pension employer contribution, on average over 28.97% of your pay Flexible working hours and family friendly approach to work. Cycle to Work Scheme and Season Ticket Loans. Employee Wellbeing Support with Mental Health First Aiders and access to an Employee Assistance Programme.


Feedback will only be provided if you attend an interview or assessment.###

Security

Successful candidates must undergo a criminal record check.
People working with government assets must complete baseline personnel security standard (opens in new window) checks.###

Nationality requirements

This job is broadly open to the following groups:


UK nationals nationals of the Republic of Ireland nationals of Commonwealth countries who have the right to work in the UK nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS) individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020 Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements
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Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.



We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles .
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.###

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy .

Apply and further information

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This vacancy is part of the Great Place to Work for Veterans initiative.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.###

Contact point for applicants

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Job contact :

Name : Robert Harvey Email : robert.harvey@copfs.gov.uk
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Recruitment team

Email : recruitment@copfs.gov.uk ###

Further information

Please see our application pack for full details.


https://www.copfs.gov.uk/about-copfs/careers/