Organisation: National Galleries of Scotland

Salary: £27,119 - £29,582

Location: Edinburgh

Part-Time, Permanent (Job share)
3 Days 22.5 hours, 2 days 14.5 hours
Salary £ 27,119 – £29,582 per annum
Pay award pending, plus generous benefits package
Hybrid / flexible working

About the role

Are you looking for an PA role with a difference? We’re looking for an experienced, professional Administrator to support the Director of Audience.  

The role does have some of the typical duties you would expect – email management, organising meetings, minute taking, collating presentations, and drafting correspondence, to name a few. However, the focus will be working autonomously to keep a track of projects, high level plans, conducting research and completing a wide range of tasks for the Director of Audience.

So, if you love being organised, using basic spreadsheets, have great attention to detail, and you excel at supporting / co-ordinating projects, then we want to hear from you!

Whilst an interest in art would be great it’s not essential. However, you must already have extensive experience providing PA support at this level. The ability to work under pressure, flexibly and with professionalism are essential. It’s a busy role which requires a high level of interpersonal skills, diplomacy, and confidentiality.  

The difference you’ll make

Reporting to the Director of Audience, you will provide support to these teams across a range of areas including:

– Organising meetings including drawing up and circulating agendas and papers, taking, and circulating minutes and following up actions.

– Diary management

– Document collation and distribution for ELT meetings

– Facilitating good communications with other members of the Leadership Team and with the cascade of information to the Director of Audience direct reports.

– Support with managing administration forms across the teams – expenses, holiday, absence forms etc Colleague event logistics and support including managing sign-ups, analysis and feedback, encouraging participation and in-person support

– Researching and preparing briefing papers for event and ad hoc projects with direction from manager.

– Support Internal Communications Team

– Preparation of mailing lists and colleague pack preparation

– Preparing PowerPoint presentations as required.

– Monitoring and first line responses to specific mailboxes

– Coordination for collaborative document preparation

Who we are looking for

To succeed in this role, you’ll need the following range of knowledge, skills, and experience:

– Facilitating good communications with other departments across the organisation.

– Excellent IT skills (minimum intermediate level) using MS Office (Excel, Word, Outlook, PowerPoint), OneDrive and Teams. You will also have a good working knowledge of Inter/Intranet.

– Understanding of administrative systems, filing, record keeping with a particular reference to standard project management methodologies.

– Efficient administrative skills with meticulous attention to detail and accuracy.

– Strong organisational skills, including effective prioritising of work with previous experience of working to deadlines.

– Experience of working with a wide range of people, interacting at all levels.

– Proven experience of working as a PA at director level and the confidence and professional manner appropriate to dealing with important external bodies and individuals (will be expected on occasion to field enquiries from influential stakeholders, politicians, donors/ trustees, artists, collection care sector bodies and journalists).

– Flexible, with the ability to operate independently or as part of a small team.

– Excellent verbal and written communication skills.

– Pro-active, forward thinking and able to exercise sound judgment.

– Discretion (role involves confidential and sensitive information).

– Experience of servicing committees, including meeting preparation and minute taking

It would also be great if you have:

– Interest in arts and culture

Please apply directly via out website.

The closing date for completed applications is 12 noon on Friday 4 August 2023

Application Deadline: Friday 04/08/2023