Assistant Business Manager

Job Description

Are you an organised individual, looking to work in a fast paced, high level Business Support role?

We are currently recruiting for an Assistant Business Manager to work in the Major Projects Directorate Business Support Team to support the continuous innovation and strong core values of Transport Scotland in an everchanging and exciting environment.

The main role of the Assistant Business Manager is to work closely with the Director, Business Manager and Senior Management Team (SMT) and build strong relationships with staff across the Directorate to help deliver a professional and efficient business support service, and play a critical role in the management of risk at directorate level, which is under regular scrutiny of the DG and Permanent Secretary and the Minister for Transport.

The current structure of the Major Projects Director team is the Director or Major Projects, a B2 Business Manager and this role.

The Directorate is responsible for the design, development, procurement, and construction of major trunk road improvement projects across Scotland. This includes the planning and execution of large-scale transportation infrastructure projects such as road upgrades, expansions, and bridge constructions. The Directorate works closely with various stakeholders, including government agencies, local authorities, private contractors, and design consultants, to ensure project alignment and successful outcomes. It conducts feasibility studies, risk assessments, and environmental impact evaluations to guide decision-making. Additionally, the Directorate monitors project progress, budget adherence, and quality standards to ensure timely and satisfactory delivery. It also leads procurement and contract management for Transport Scotland, contributing to the goal of becoming a Centre of Excellence in major project delivery.

Responsibilities
• Provide high level executive, administrative and business support to the Director of Major Projects, by arranging travel, diary and managing the inbox for the Director, and other senior staff when required. Ensure effective storage of emails in line with business needs; Provide the ‘day to day’ business support to the Business Manager and wider Directorate.
• Support the Business Manager in monitoring the Directorate corporate correspondence performance and providing resilience when required; Lead responsibility for the commissioning, scrutiny and issuing of the directorates Senior Management Team papers.
• Co-ordinate and oversee directorate input to TS corporate, Ministerial and wider SG requests for information and actions. Ensure that the directorate always provides quality, timely and cohesive responses. Support the Director by tracking the development of such briefings, papers, Ministerial correspondence, PQs and FOIs to ensure good governance and decision-making.
• Act as the gate keeper and primary point of contact for the Director, strategically managing the Director’s commitments and calendar. This includes the screening and monitoring of inboxes on a daily basis, progressing decisions, assigning tasks on behalf of the Director and, where appropriate, flagging and escalating queries to the Business Manager/Director.
• Provide support to the Directorate’s Correspondence Teams in the co-ordination and preparation of responses to correspondence received.
• Process and manage Easebuy and EPC payments for the directorate, provide suggestions of how to manage lowering our EPC usage and report monthly to the business manager and Director.
• Working with the Business Manager to identify, anticipate and prepare information requirements for the Director ahead of meetings, appointments and presentations. Additionally, liaising with officials across the Directorate, agency and wider government to ensure the follow-up and actioning of requests for information, reports and correspondence.
• Deputise for the Business Manager and take forward ad hoc administrative tasks when required.